Cabaret evening checklist: what to arrange and when

A cabaret evening depends on more than booking a comedian and opening the doors. You need a clear programme, confirmed guest numbers, dietary information, catering, and a room that works for both the audience and the performer. Sound checks, stage lighting and seating are easy to leave until the last minute, especially when several people share setup duties. Use this checklist to work through the planning in order, from the first booking to the final equipment test.

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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

Reserve the room
Book a comedian
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Order catering
Test the equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Mark the room layout
Lay out the stage plan

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the stage
3 people
Connect sound equipment
2 people
Set up lighting
2 people
Hang up decorations
2 people
Set up the buffet
3 people
Set up coffee station
2 people
Set up the cloakroom
Set up the entrance and direction sign
Welcome the artist
Check the microphones
2 people
Welcome visitors
3 people
Serve coffee and tea
2 people
Announce the program
Refill drinks
2 people
Serve break snacks
3 people
Guide visitors
2 people
See the artist off
See guests out
2 people

Aftercare

Tear down audio equipment
2 people
Dismantle the stage and decor
3 people
Collect tableware
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Check materials
2 people
Return borrowed items
2 people
Store leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet folding tableqty 3
Coat rackqty 2
Stoolsqty 4

Equipment

Stage sectionsqty 6
Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 6
Extension cordsqty 3
Power stripsqty 6

Lighting

Stage spotlightsqty 4
Atmosphere lightsqty 8
Light standsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Pastry forksqty 80
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 10
Pliersqty 6
Cutting boardsqty 2
Knivesqty 4

Decorations

Tableclothsqty 8
Stage curtainsqty 2
Flower arrangementsqty 6
Menusqty 8
Program leafletsqty 70
Name badgesqty 70
Tapeqty 4
Directional signsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Book the room and comedian before sending invitations, then allow enough time to confirm the programme and process registrations. Close registration at least 7 days before the event so catering and seating numbers are usable.
Ask for dietary requirements during registration, not a day before the show. Give the caterer the final number and dietary breakdown 3–5 days ahead, and keep a clearly labelled option available at the buffet.
Test the mixer, active speakers, wireless microphones, microphone stands and audio cables with the actual stage layout before guests arrive. Allow at least 60 minutes for the sound check, including spare extension cords and power strips.
Mark the room layout before setting out tables and chairs. Leave a clear route to the stage, entrance and cloakroom, and check that stage spotlights do not shine directly into the audience or performer’s eyes.
Prepare the coffee station, buffet, chilled drinks and snacks before doors open. Put out cups, glasses, plates and serving utensils in one place, and keep a small reserve of tableware for late arrivals or accidental breakage.

Frequently asked questions

How far in advance should I book a comedian for a cabaret evening?: Start contacting comedians at least 8–12 weeks before the event, and confirm the booking before invitations go out. This gives you time to build the programme around the performer’s set length and technical needs.
When should I send invitations for a cabaret evening?: Send invitations 4–6 weeks before the evening and set a registration deadline about 7 days before it. Use the final registration list to confirm seating, catering quantities and dietary requirements.
How long does it take to set up a cabaret evening venue?: Allow 3–4 hours for furniture, stage, lighting, buffet, coffee station, cloakroom and signs. Reserve at least another 60 minutes for connecting and testing the sound equipment before guests arrive.
How much food and drink do I need for a cabaret evening?: Base catering on the confirmed guest list and add roughly 5–10% extra portions for unexpected demand. For drinks, plan around 2–3 per person during the first hour, then adjust for the event length and whether coffee and snacks are served.

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.