Anniversary cabaret checklist: plan the show without last-minute gaps

An anniversary cabaret needs more than a guest list and a few performances. You are coordinating a programme, performers, food, seating, technical equipment and a room that must work for both the audience and the stage. Start with the date, venue and running order, then work toward registrations, catering and equipment reservations. In the final week, confirm dietary requirements, collect presentation texts, test the sound and lighting, and print the documents people need on the day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Determine venue and room layout
2 people
Put together the cabaret program
3 people
Record performing artists
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder to guests
Create final guest list
Make equipment reservations
Make furniture reservations
Create catering menu
2 people
Check the shopping list
2 people
Do the shopping
2 people
Store drinks refrigerated
2 people
Set out non-perishable groceries
Gather cabaret texts and props
3 people
Prepare performances technically
3 people
Gather music files
Print presentation texts
Prepare name badges
Print the run sheet

Event

Open venue
2 people
Check the Venue
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Hang up decorations
3 people
Set up lighting
2 people
Set up sound equipment
3 people
Test microphones
2 people
Test music and presentations
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set out drinks
2 people
Check toilets
Set up the entrance and coat check
2 people
Welcome performers
2 people
Set up the artist dressing room
Hold a short technical run-through
4 people
Welcome guests
3 people
Serve welcome drinks
3 people
Escort guests to their seats
2 people
Give the opening speech
Support the cabaret program
2 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
2 people
Serve coffee and tea
2 people
Serve hot meal
4 people
Serve diet meals
2 people
Set up the dessert buffet
2 people
Serve dessert
2 people
Coordinate the second cabaret block
2 people
Organize the anniversary moment
3 people
Serve a closing drink
2 people
See off guests
2 people
Store leftovers in the fridge
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Dismantle audio equipment
3 people
Remove decorations
2 people
Clean the room
3 people
Clean the kitchen
2 people
Clean the restrooms
Check stock and materials
2 people
Return borrowed materials
2 people
Clear away leftover catering
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Chairsqty 90
Tablesqty 12
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 2
Dressing room tablesqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI box
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 6
Spare batteriesqty 12

Lighting

LED spotlightsqty 4
Mood lightingqty 6
Light standsqty 2

Decorations

Anniversary bannerqty 2
Balloonsqty 80
Balloon ribbonqty 2
Balloon weightsqty 6
Tableclothsqty 12
Napkin holdersqty 8
Photo framesqty 10
Photo collageqty 2

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Champagne glassesqty 90
Cutlery setsqty 100
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Measuring cupsqty 2
Hot traysqty 4
Aluminum foilqty 2
Cling filmqty 2
Storage binsqty 12

Cleaning

Waste binsqty 6
Broomsqty 2
Floor squeegeesqty 2
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2

Catering

Groceries

Tips

Build the programme before sending invitations, including approximate running times for each act and a clear start and finish. This lets guests know what to expect and gives performers a realistic rehearsal schedule.
Reserve sound and furniture early, especially wireless microphones, active speakers, a mixer, chairs and buffet tables. Check that the room has enough power outlets and plan extension cords and power strips before setup day.
Close registrations before creating the final guest list. Use that list to prepare name badges, seating, catering quantities and dietary information; do not rely on replies arriving after the menu has been ordered.
Keep cabaret texts, props and music files together, with a backup copy of the music on the presentation laptop. Print the run sheet and presentation texts so the programme can continue if a screen or internet connection fails.
Open the venue early enough for a full technical check, not just decoration. Test every microphone, speaker, HDMI cable, LED spotlight and spare battery from the actual performance area before guests arrive.

Frequently asked questions

How far in advance should I plan an anniversary cabaret?: Start at least 8 to 12 weeks before the event. Set the date, secure the venue, shape the programme and reserve equipment first; invitations and catering follow once those details are stable.
How many microphones do I need for an anniversary cabaret?: Plan one microphone for each person speaking or performing at the same time, plus at least one spare if the budget and equipment allow. For a small programme with two presenters, three microphones usually avoids unnecessary handovers.
When should I ask guests for dietary requirements?: Ask for dietary requirements when guests register, then check the information again when you close registrations. Send a final reminder 7 to 10 days before the event so late changes are caught before catering is confirmed.
How early should I open the venue on the event day?: Allow at least 3 hours before guests arrive for furniture placement, decoration, catering setup and a complete sound and lighting test. Add more time if performers need a technical rehearsal or a dressing room.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.