Cabaret evening checklist: plan the show without last-minute gaps

A cabaret evening depends on more than booking performers and opening the doors. You need a clear running order, confirmed technical requirements, accurate guest numbers and enough time to test microphones, speakers and lighting. Work through the plan in stages: secure the venue and acts first, confirm guests and catering next, then prepare the room and equipment on the day. This checklist keeps the performance, hospitality and front-of-house details aligned.

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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

Book cabaret performers
2 people
Reserve venue
Compile program
2 people
Gather technical requirements
Confirm reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve equipment
Publish the program
Create final guest list
Share catering numbers
Print the run sheet
Do the shopping
2 people
Check materials
2 people

Event

Open venue
2 people
Unload equipment
3 people
Set up the hall
4 people
Set up tables
3 people
Set out chairs
3 people
Mark the stage
2 people
Hang backdrop
2 people
Set up lighting
2 people
Connect the sound system
3 people
Test microphones
2 people
Test lighting settings
2 people
Welcome performers
2 people
Set up the artist dressing room
2 people
Prepare catering
3 people
Chill drinks
2 people
Set out snacks
2 people
Set up registration desk
2 people
Open the entrance and cloakroom
2 people
Welcome guests
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Announce the program
Coordinate the cabaret night
2 people
Serve break snacks
2 people
See off guests
3 people
Finish coat check
2 people

Aftercare

Switch off the equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clear the hall
4 people
Clean the venue
3 people
Put furniture back
3 people
Pack up equipment
3 people
Return materials
2 people
Handle lost and found

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Bar stoolsqty 4
Coat racksqty 2
Clothes hangersqty 100

Equipment

Active speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop

Lighting

LED stage lightsqty 4
Light standsqty 2
Atmosphere lightsqty 8

Tableware

Water glassesqty 90
Wine glassesqty 90
Coffee cupsqty 90
Platesqty 90
Forksqty 90
Knivesqty 90
Spoonsqty 90

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Coolersqty 4
Ice bucketsqty 3

Decorations

Stage backdropsqty 2
Tableclothsqty 10
Table decorationsqty 10
Program postersqty 6
Name badgesqty 10

Cleaning

Broomqty 2
Trash binsqty 4
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm each performer’s technical requirements at least two weeks before the event. Record microphone type, stage space, lighting needs and arrival time in one shared run sheet.
Set the final guest count and dietary requirements 5–7 days before the evening, then pass the numbers to catering. Keep a small buffer for late changes rather than relying on memory at the venue.
Publish the programme only after performer timings and breaks are confirmed. Print at least two copies of the final run sheet: one for the host and one for the technical operator.
Allow 2–3 hours before doors open for unloading, arranging tables and chairs, marking the stage, hanging the backdrop and setting up lighting and sound.
Test every microphone through the actual speakers before guests arrive. Check spare audio cables, extension cords and power strips at the same time, because replacing them after the audience is seated is disruptive.

Frequently asked questions

How far in advance should I book a cabaret performer?: Book the performers and venue as early as possible, ideally 8–12 weeks before the evening. This gives you time to compare availability, assemble a programme and collect technical requirements before invitations go out.
When should I send invitations for a cabaret evening?: Send invitations around 4–6 weeks before the event, with a clear registration deadline. Close registrations 7–10 days beforehand so you can confirm seating, catering quantities and dietary requirements.
How much setup time does a cabaret evening need?: Plan at least 2–3 hours for room setup, equipment unloading, lighting, sound and microphone testing. Add another 30 minutes if the venue layout or technical equipment is unfamiliar to the team.
What should I check before guests enter the venue?: Check the seating plan, stage position, backdrop, lighting, sound levels, microphones, bar or refreshment station and garderobe. Finish this inspection at least 30 minutes before doors open, leaving time to fix small problems.

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