Cabaret evening checklist: what to arrange and when

A cabaret evening depends on more than booking a performer and putting out chairs. You need a clear running order, a tested microphone, a usable stage area and enough time for guests to arrive, eat and find their seats. This checklist takes you from venue and performer arrangements through invitations, catering and the final setup. It also covers details that are easy to leave too late, such as dietary requirements, parking information, chilled drinks and a sound check.

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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 venue
Book cabaret performers
Set the schedule and times
2 people
Gather technical requirements
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Order catering
Check supplies
2 people
Send route and parking tip
Create final guest list
Confirm catering quantities
Check the shopping list
Do the shopping
2 people
Pick up venue keys
Check the Venue
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Set up sound equipment
2 people
Test microphone
2 people
Hang lighting
2 people
Hang decorations
2 people
Chill drinks
2 people
Set up buffet tables
2 people
Prepare snacks
3 people
Set out coffee and tea

Event

Welcome performers
2 people
Assist performers
Staff the entrance and reception
2 people
Escort guests to their seats
2 people
Serve snacks
2 people
Announce the cabaret program
Monitor sound level
Refill drinks
2 people
Announce break
Serve coffee and tea
2 people
See guests off
2 people

Aftercare

Collect lost and found items
Store leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Dismantle audio equipment
2 people
Put furniture back
4 people
Remove decorations
2 people
Clean the room
3 people
Check toilets
Return materials
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 55
Tablesqty 8
Buffet tablesqty 3
Changing room rack
Coat rackqty 2

Tableware

Glassesqty 70
Coffee cupsqty 55
Platesqty 70
Cutlery setsqty 60
Serving plattersqty 10
Serving utensilsqty 8

Equipment

Wireless microphoneqty 2
Active speakerqty 2
Microphone standqty 2
Mixer
Laptop
Music playlist
Cool boxqty 3
Coffee maker
Kettleqty 2

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Extension cordsqty 6

Decorations

Tableclothsqty 8
Decorative clothsqty 4
Welcome sign
Directional signsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the schedule before sending invitations, including guest arrival, catering, the performance and any interval. Allow at least 30 minutes before the advertised start for seating and last-minute questions.
Ask for the performers’ technical requirements as soon as they are booked. Test the wireless microphone, mixer, active speaker and laptop together at the venue rather than checking each item separately.
Collect dietary requirements with registrations and confirm catering quantities after the final guest list is ready. Order enough tableware for every guest, plus a small reserve for breakages or extra servings.
Plan the room around the stage area first, then place tables and chairs so every guest has a clear view. Keep extension cords away from walking routes and leave a clear route to the changing room and exits.
Complete the venue check and key collection before setup day if possible. On the day, chill drinks, prepare buffet tables and put up route signs before guests arrive, not during the opening act.

Frequently asked questions

How far in advance should I book a cabaret performer?: Book the performer as soon as the venue and date are confirmed, preferably several weeks before the event. This gives you time to collect technical requirements, set the running order and include accurate details in the invitations.
How many drinks should I plan for a cabaret evening?: For the first hour, plan on two to three drinks per guest, then around one drink per person per hour afterward. Keep non-alcoholic options available and chill the drinks before guests arrive.
When should I send invitations for a cabaret evening?: Send invitations at least four weeks before the event if guests need to register. Set a registration deadline about 10 days before the evening so you can confirm the guest list, dietary requirements and catering quantities.
How early should I set up the venue before the show?: Allow at least three hours for setup when you need to arrange furniture, clear the stage, hang lighting, decorate, prepare the buffet and test the sound. Finish the microphone and speaker test at least 60 minutes before doors open.

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