Cabaret evening checklist
A cabaret evening depends on more than booking a performer and putting out chairs. You need time for technical requirements, guest registrations, dietary information, catering and a clear running order. Work backwards from the performance start, leaving enough time to test microphones, speakers and lighting before guests arrive. This checklist covers the practical planning, room setup and last-minute jobs that are easy to overlook.
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
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Book catering
Request technical requirements
Create the program
2 people
Create final guest list
Determine room layout
2 people
Print the run sheet
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Event
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Clear the stage area
2 people
Set up sound equipment
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
2 people
Set up the buffet
3 people
Set up the reception table
2 people
Receive participants
3 people
Serve drinks
3 people
Announce comedian
Serve snacks
3 people
Refill drinks
2 people
Announce break
Operate the technical equipment during the show
See off guests
2 people
Aftercare
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Put furniture back
3 people
Clean the room
3 people
Remove decorations
2 people
Lock up the venue
2 people
Return borrowed items
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 60
- Buffet tablesqty 2
- Stoolsqty 4
- Coat racksqty 2
Equipment
- Active speakersqty 2
- Wireless microphonesqty 2
- Microphone standsqty 2
- Audio mixer
- Music player
- Extension cordsqty 4
- Power stripsqty 4
- Gaffer tapeqty 2
- Laptop
Lighting
- LED spotlightsqty 4
- Mood lightingqty 2
Tableware
- Water glassesqty 70
- Wine glassesqty 60
- Coffee cupsqty 60
- Platesqty 70
- Forksqty 70
- Napkin holderqty 4
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Serving traysqty 6
- Scissorsqty 2
Decorations
- Table runnersqty 6
- Decorative clothsqty 4
- Welcome sign
- Program standsqty 3
Cleaning
- Waste binsqty 4
- Broom and dustpanqty 2
- Mop and bucketqty 2
Catering
- Groceries
Tips
- Ask performers for their technical requirements before finalising the room layout. Confirm microphone type, speaker placement, stage space, lighting needs and the number of power points at least 2–3 weeks before the event.
- Close registrations several days before the evening and turn them into one definitive guest list. Use it to confirm dietary requirements, seating, catering quantities and the reception table setup.
- Set the room before soundcheck: arrange tables and chairs, clear the performance area, place buffet tables and check that cables will not cross walking routes. Secure extension cords and power strips with gaffer tape.
- Allow at least 60–90 minutes before doors open for technical setup and testing. Check every wireless microphone, active speaker, mixer, music player, laptop connection and LED spotlight with the actual running order.
- Prepare drinks and refreshments early enough to avoid serving during the opening act. Chill drinks in coolers, fill water glasses, set out snacks and keep coffee equipment, kettles and thermos flasks together at the buffet.
Frequently asked questions
- How far in advance should I book cabaret performers?
- Book performers as soon as the venue and date are confirmed, ideally at least 6–12 weeks before the cabaret evening. This also gives you time to collect their technical requirements and build the programme around their set length.
- When should I send invitations for a cabaret evening?
- Send invitations 4–6 weeks before the event and set an RSVP deadline about 7–10 days before it. That leaves enough time to process registrations, collect dietary requirements, book catering and produce the final guest list.
- How much time do I need to set up a cabaret venue?
- Plan for at least 2 hours for room setup, buffet and reception tables, decorations, sound equipment and lighting. Keep a separate 60–90 minute slot for microphone and speaker testing before guests enter.
- What should I prepare on the day of a cabaret evening?
- Finish shopping, chill drinks, prepare snacks and print the running sheet before opening the venue. Once inside, set up furniture and the stage area first, then complete sound and lighting checks before setting out the final refreshments.
Start this plan in Lizzt
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