Cabaret evening checklist: from booking to curtain call

A cabaret evening depends on timing, clear sound and a room that is ready before the first guest arrives. Start by fixing the date and programme, then secure the performers, venue, equipment and permissions before sending invitations. In the final week, close the guest list, confirm dietary requirements and prepare the run sheet. On the day, allow time to check the venue, build the stage, test microphones and arrange registration, drinks and seating before doors open.

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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
Contract Comedians
2 people
Reserve venue
Reserve audio equipment
Check permits
Check insurance
Set the budget
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Assign volunteers
2 people
Develop the run sheet
2 people
Coordinate technical requirements
2 people
Communicate route and parking
Close visitor list
Do the shopping
2 people
Check the venue and keys
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare the registration list

Event

Open venue
2 people
Set up the stage and performance area
4 people
Set up chairs and tables
4 people
Connect sound equipment
2 people
Test microphones
2 people
Set up lighting
2 people
Hang decorations
3 people
Set up the buffet and bar
3 people
Set out snacks
2 people
Set up the entrance and coat check
2 people
Welcome performers
2 people
Review the program and cues
3 people
Welcome the audience
4 people
Staff entrance and coat check
2 people
Serve drinks and snacks
3 people
Support the cabaret program
2 people
Refill drinks
2 people
Restock break buffet
2 people
Guide the audience to the exit
2 people
See off the artists

Aftercare

Turn off the sound equipment
2 people
Collect waste
3 people
Collect tableware and glasses
3 people
Clean the bar and buffet
3 people
Clear away chairs and tables
4 people
Sweep and mop the venue
3 people
Dismantle equipment
2 people
Remove decorations
2 people
Collect lost and found items
Lock up the venue
2 people
Return rental items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 90
Tablesqty 10
Coat racksqty 2
Foldable tablesqty 3

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI box
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4

Tableware

Drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cubesqty 6
Tongs and serving spoonsqty 8

Decorations

Tableclothsqty 10
Backdrop cloth
Stage curtainsqty 2
Menusqty 10
Program leafletsqty 100

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Book the cabaret performers and venue before publishing invitations, and put technical requirements in writing. Confirm stage dimensions, microphone needs and arrival times rather than assuming the venue can provide them.
Build the run sheet around fixed moments: performer call time, soundcheck, doors open, show start, interval and closing. Share one final version with performers, volunteers and the person running sound at least 24 hours beforehand.
Test every microphone, speaker, cable, DI box and power strip after the stage is built. Keep extension cords away from walkways and leave enough time to solve hum, feedback or missing adapters before guests arrive.
Close registrations and collect dietary requirements several days before the event. Use the final headcount to order catering, prepare snacks and set out enough chairs, glasses, plates and cutlery without blocking the playing area.
Treat the first hour as a separate drinks calculation: plan two to three drinks per person, then chill bottles and prepare ice before opening. Put the registration list, keys, route information and volunteer assignments in one clearly marked place.

Frequently asked questions

How far in advance should I book performers for a cabaret evening?: Aim to confirm the performers and programme at least 8 to 12 weeks before the event. This gives you time to reserve the venue, check technical requirements, set the budget and send invitations.
When should I send invitations for a cabaret evening?: Send invitations 4 to 6 weeks before the show, with a clear registration deadline. Close the guest list 3 to 5 days before the event so catering, seating and dietary requests can be finalised.
How early should I arrive to set up a cabaret evening?: Allow at least 3 hours before doors open for venue access, stage and chair setup, lighting, soundcheck and registration. Add another 30 minutes if the audio equipment is unfamiliar or the performers have complex technical needs.
How many drinks do I need for a cabaret evening?: For the first hour, allow 2 to 3 drinks per person, then adjust for the length of the programme and whether drinks are served during an interval. Chill the drinks and arrange ice before guests arrive, rather than relying on last-minute cooling.

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