Karaoke Night 101: Licensee Guide

Karaoke is still the cheapest way to pack a Thursday. Give regulars the mic, capture TikTok-friendly content, sell bundles while they wait to sing, and you’ve got a repeatable anchor night. This guide covers formats, equipment, hygiene, queue management, marketing, safeguarding, and compliance.

Format Options

Format	When to use	Notes
Open mic rota	Most weeknights	Continuous queue; works for mixed crowds.
Showcase sets	Busy Fridays	Three themed blocks (e.g., Girl Bands vs Boy Bands) with breaks in between.
Team karaoke	Corporate/community bookings	Groups compete with judges or crowd voting.
Random wheel	Students/hen nights	Spin for surprise song; keep host ready with veto list.

Decide whether the host also sings to warm the room: great in quieter periods, less necessary when you’ve already got a queue.

Equipment and Sound

Item	Spec	Why
Microphones	2x dynamic wireless + 1 wired backup	Wireless lets singers move; wired backup rescues the night.
Mixer/audio interface	4+ channels with EQ and reverb	Balance backing track vs vocals.
Speakers/monitor	FOH + wedge monitor or in-ears	Prevent feedback, help singers pitch.
Playback device	Laptop/tablet with licensed karaoke software (e.g., KaraFun Business)	Instant key changes, large catalogue, offline playlists.
Display	TV/projector with HDMI	Lyrics visible from anywhere.
Lighting	Simple LED bars or par cans	Creates stage vibe without blowing budget.
Hygiene kit	Disposable mic covers, wipes, hand gel	Swap covers every singer; wipe stands hourly.

Before doors open, run a full soundcheck with your loudest backing tracks and quietest singers to set conservative gain levels. Add light reverb so vocals sit with the track but keep it subtle.

Songbooks and Discovery

• Host a digital catalogue: QR code on every table linking to a searchable sheet sorted by artist, decade, difficulty.
• Print a “good first songs” list (Wonderwall, Valerie, Proud Mary, Mr Brightside) for nervous newbies.
• Curate rotating playlists (00s Week, Pride Playlist, Brit Awards special) and announce themes ahead of time to drive bookings.

Queue Management and Stagecraft

1. Sign-ups: Use slips or a QR form capturing name, song, key change, duet request. Display the running order on TV so nobody feels skipped.
2. Time limits: Cap songs at 3m30s; fade gracefully if someone goes long.
3. Rotation fairness: Alternate between newcomers and regulars; allow one song per person per round.
4. Host patter: 10–15 second intro, highlight celebratory moments (birthdays, hen dos), and remind the crowd to cheer.
5. Stage rules: No swinging mics, drinks stay off stage, escorts for kids if you run daytime family karaoke.

Safety, Inclusivity and Accessibility

• Volume control: Keep peaks below 95 dB; offer earplugs; provide a quiet area.
• Content filter: Keep a “red list” of songs with slurs/explicit lyrics you don’t allow. Host retains veto rights.
• Photo consent: Use wristbands or sticker system for guests who don’t want to be filmed; mention on the mic before filming.
• Accessibility: Ensure lyric screens are visible from multiple angles; provide a printed lyrics option; create stage ramps or alternative performance spaces for wheelchair users.

Run-of-Show (120 Minutes)

Time	Segment	Detail
20:00–20:10	Warm-up + sign-ups	Host sings one song, explains rules, pushes queue-skip bundle.
20:10–20:50	Set 1	10–12 singers; mix confident regulars with first-timers.
20:50–21:00	Break	Bar push (singer spritz, AF slushie), swap mic covers.
21:00–21:40	Set 2	Encourage duets, group songs, birthday serenades.
21:40–21:55	“Greatest Hits” finale	Crowd-pleasers, audience singalongs, final prizes.
21:55–22:00	Wrap	Thank-you, winners photo, tease next theme, invite bookings.

Marketing Toolkit

• Visuals: neon typography, mic silhouettes, lyric overlays.
• Content ideas: Reel of crowd chorus (with consent), “Song of the Week” poll, behind-the-scenes soundcheck snippet.
• Copy-ready caption: “Karaoke Friday, 8pm. Free to sing, prizes for biggest crowd reaction. Book a table or just rock up. Link in bio.”
• Cross-promo: plug Music Bingo 101 for midweek fun and Quiz Night 101 for trivia lovers.

Budget Snapshot

Cost centre	Range
Karaoke software subscription	£25–£50/month
Mic upgrade/maintenance	£100–£250 each
Lighting	£80–£200
Host fee (if freelance)	£150–£300/night
Prize kitty	£50–£120 (tabs, merch, queue-skip vouchers)

Compliance Corner: Music Licensing

Karaoke involves both recorded backing tracks and live vocal performance. Most venues cover this via TheMusicLicence (PPL PRS), which bundles permissions from PRS for Music and PPL. Confirm your venue’s licence type covers karaoke/live events and keep evidence on file, as our guide to PRS and PPL music licensing for pubs explains. More info: PPL PRS live events.

FAQs

What’s the minimum equipment investment to start? Budget £300–£600 for two decent dynamic mics, a small mixer/interface, karaoke software, and basic lighting; hire gear short-term if you need to prove ROI first.
How do I keep the queue fair without annoying regulars? Use a visible running order (TV/whiteboard) and rotate newcomers between established singers; cap it at one song per person per round.
Do I need extra licences or insurance? Karaoke falls under TheMusicLicence for most venues, but check your public liability insurance covers live participation and that your licence includes live/recorded music.
How do I handle offensive or explicit lyric requests? Keep a banned-song list, brief hosts to veto anything that breaches your safe-space policy, and offer clean alternatives.
What’s my contingency if the tech fails mid-show? Always have a wired backup mic, offline playlists, and a Bluetooth speaker ready so you can pivot to a singalong or playlist battle while troubleshooting.

Need backup?

Tap the sticky “Get in Touch” button on orangejelly.co.uk or email peter@orangejelly.co.uk for host training, tech setup walkthroughs, or a curated karaoke theme calendar tailored to your pub.