Cabaret evening checklist: organise the show step by step

A cabaret evening needs more than a booked performer and a room full of chairs. You need to align the programme, sound system, stage layout, catering and guest information before the first act arrives. This checklist helps you work in the right order, from confirming the venue and performers to testing microphones and checking the final guest list. It also highlights details that are easy to leave until the last minute, such as dietary requirements, performer confirmations and clear access to the stage.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Confirm date and venue
Book comedians
Reserve equipment
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Assign volunteers
2 people
Develop the run sheet
2 people
Check visitor list
Check technical requirements
2 people
Create a shopping list
2 people
Do the shopping
2 people
Send confirmation to performers
Check the hall and cloakroom
2 people
Fill coolers
2 people
Clear the hall floor
3 people
Set up stage sections
3 people
Set up chairs
4 people
Set up tables
2 people
Set up lights and microphones
3 people
Test sound system
2 people
Hang decorations
2 people
Set up the catering table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the cloakroom
2 people

Event

Welcome performers
2 people
Give the artist briefing
2 people
Open the doors
3 people
Welcome visitors
3 people
Check tickets
2 people
Serve drinks
3 people
Support the cabaret program
2 people
Serve break snacks
3 people
Refill drinks
2 people
Staff the cloakroom
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean up catering
2 people
Remove decorations
2 people
Dismantle the technical setup
3 people
Clear away chairs and tables
4 people
Clean the room
3 people
Collect lost and found items
Return equipment
2 people
Prepare the venue for handover
2 people

What to bring

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

Furniture

Chairsqty 90
Beer tablesqty 6
Catering tableqty 2
Coat rackqty 2
Stoolsqty 4

Equipment

Stage sectionsqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Audio cablesqty 8

Lighting

Stage spotlightsqty 4
Extension cordsqty 6
Power stripsqty 4

Tableware

Drinking glassesqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Coffee spoonsqty 50

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving traysqty 6
Scissorsqty 2
Bottle openersqty 4
Coolersqty 4

Decorations

Stage backdrop
Tableclothsqty 8
Balloonsqty 40
Welcome sign
Program postersqty 6

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 4
Toilet brushesqty 2

Other

Cloakroom numbersqty 100
Ticketsqty 100
Pensqty 10
Tapeqty 4
Cable tiesqty 100
Name stickersqty 100

Tips

Book the cabaret performers and technical equipment before sending invitations. Confirm the number of acts, set lengths, microphone requirements and arrival times so the programme fits the available evening.
Set a firm registration deadline and review the guest list at least 3 days before the event. Use the final count to confirm catering, seating, drink glasses, coffee cups and dietary requirements.
Write the run sheet with exact times for doors open, introductions, each performance, breaks and catering. Send the final programme and arrival instructions to performers before event day.
Finish the room setup before soundcheck: clear the floor, assemble the stage sections, arrange chairs and tables, and keep a route open for performers. Then test every wireless microphone, speaker, cable and stage spotlight.
Set up the catering table and fill coolers before guests arrive, but keep coffee thermos flasks and water jugs easy to refill. Check the coat rack, welcome sign and programme posters during the final room walk-through.

Frequently asked questions

How far in advance should I book cabaret performers?: Start contacting performers at least 8 to 12 weeks before the cabaret evening, especially if you need several acts. Confirm the programme, performance lengths, technical needs and arrival times in writing before invitations go out.
When should I finalise catering for a cabaret evening?: Collect dietary requirements by the registration deadline and confirm the catering order 3 to 5 days before the event. Use the final attendee count rather than the original invitation total.
How long before the show should the soundcheck start?: Allow at least 90 minutes for stage, microphones, speakers, mixer and lighting checks. Schedule performers to arrive early enough for individual microphone tests and a short run-through of entrances.
How many chairs and tables do I need for a cabaret evening?: Prepare one chair per confirmed guest, plus 5 to 10 extra chairs for late changes or staff. Count tables from the final room layout, allowing clear sightlines to the stage and enough space for the catering table and coat rack.

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.