Cabaret evening checklist: from booking to curtain call

A cabaret evening depends on more than booking performers and putting out chairs. You need a clear programme, confirmed technical requirements, guest registrations, dietary information and a workable run sheet. This checklist takes you from choosing the date and venue through catering, artist briefing and the final sound and lighting check. Use it to keep guest communication, backstage details and room setup on schedule, especially during the last 48 hours.

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 location
2 people
Book artists
2 people
Set budget and entry fee
2 people
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve equipment
Compile program
2 people
Gather artist information
Develop the run sheet
2 people
Assign volunteers
2 people
Check technical requirements
2 people
Share the route and parking details
Check the shopping list
2 people
Do the shopping
2 people
Check stock and materials
2 people
Prepare snacks
3 people
Send artist briefing

Event

Set out the room layout
3 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Hang up decorations
2 people
Set up lights and sound
3 people
Test microphones
2 people
Test music and cues
2 people
Set up catering
3 people
Chill drinks
2 people
Set up the artist dressing room
Welcome performers
2 people
Run the sound check
3 people
Open the entrance and cloakroom
3 people
Welcome visitors
3 people
Serve snacks
2 people
Support the cabaret program
2 people
Refill drinks
2 people
Provide break service
3 people
Let visitors out
2 people

Aftercare

Dismantle equipment
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Put furniture back
3 people
Store leftover stock
2 people
Return borrowed materials
2 people
Register lost and found items

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 2
Clothes hangersqty 100

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Audio cablesqty 8
Laptop
DI box
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage spotlightsqty 4
Mood lightingqty 4
Light standsqty 2

Decorations

Backdrop cloth
Tableclothsqty 12
Program postersqty 6
Welcome sign
Directional signsqty 8

Tableware

Water glassesqty 100
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Pouring jugsqty 6
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Glovesqty 6

Catering

Groceries

Tips

Book the artists before sending invitations, then include the confirmed programme details and any arrival information guests need. Keep a short artist information sheet ready for the host, sound operator and volunteers.
Close registrations early enough to give the caterer a reliable headcount. Collect dietary requirements with each registration and check the final number against chairs, tables, glasses and plates before shopping.
Ask every artist for technical requirements in writing at least 7 days before the show. Check microphones, stands, speakers, mixer, DI box, cables, extension cords and power strips against those requirements rather than assuming the venue has them.
Write the run sheet with exact times for doors opening, welcome, each act, breaks, catering service and the final performance. Share the artist briefing and volunteer assignments before show day so questions do not interrupt the sound check.
Finish the room and equipment setup at least 2 hours before guests arrive. Clear the stage area, test sound and spotlights, place directional signs, and leave time to fix a missing cable, microphone or power connection.

Frequently asked questions

How far in advance should I book cabaret performers?: Aim to book the artists at least 8 to 12 weeks before the cabaret evening, especially if you need more than one act. Confirm the date, fee, set length, arrival time and technical requirements in writing before invitations go out.
When should I close registrations for a cabaret evening?: Close registrations 5 to 7 days before the event so you can confirm catering, dietary requirements, seating and tableware. Keep a short waiting list if the venue has a fixed capacity.
How early should the technical setup start?: Start the sound and lighting setup at least 2 hours before doors open, with the artists or operator available for a sound check. Test each wireless microphone, speaker, cable, laptop connection and spotlight before the room fills.
How many drinks should I plan per guest at a cabaret evening?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Add water and coffee service, and confirm the final headcount before buying glasses, cups and serving supplies.

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.