Cabaret evening checklist

A cabaret evening depends on more than booking a comedian. You need a confirmed room, a clear running order, reliable sound and lighting, and enough time to prepare the space before guests arrive. Start by confirming the acts and venue, then work through invitations, registrations and dietary requirements. In the final days, check quantities, test every microphone and cable, chill the drinks and prepare the stage, seating and cloakroom in sequence.

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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

Confirm room booking
Confirm a comedian or acts
Prepare the program and schedule
Send invitations
2 people
Process registrations
Collect dietary requirements
Send out act confirmations
Create final guest list
Calculate catering quantities
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Keep fresh produce chilled
Pick up venue keys
Ventilate the hall
2 people
Set up the stage
3 people
Connect the sound system
2 people
Set up lighting
2 people
Set up tables
2 people
Set up chairs
3 people
Hang decorations
2 people
Set up the cloakroom
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Test equipment and microphones
2 people
Set up entrance and attendance list
2 people

Event

Welcome guests
3 people
Serve drinks and snacks
3 people
Announce the program
Guide the acts
Set out snack break refreshments
2 people
Refill drinks
2 people
See guests out
2 people

Aftercare

Turn off the sound equipment
2 people
Clear away food and drinks
3 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Dispose of waste
2 people
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
High tablesqty 2
Coat racksqty 2
Stage elementsqty 4

Tableware

Drinking glassesqty 60
Coffee cupsqty 60
Cake platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage spotlightsqty 4
Mood lightingqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 2
Bottle openersqty 2

Decorations

Backdrop
Tableclothsqty 6
Program postersqty 6
Directional signsqty 8
Name stickersqty 60

Cleaning

Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2

Catering

Groceries

Tips

Confirm the running order before sending the final act details. Include arrival times, sound-check slots, performance lengths and breaks so the host, performers and technical team work from the same schedule.
Close registrations before calculating catering quantities. Use the final guest list and collected dietary requirements to work out servings, then add a small buffer rather than shopping from the original invitation count.
Test the complete sound setup at least one day before the event. Check each wireless microphone, speaker, mixer channel, laptop connection, cable, extension cord and power strip instead of testing only the music.
Allow a dedicated setup period before doors open. Build the stage first, then connect sound and lighting, arrange chairs and tables, set up the cloakroom, hang signs and keep fresh food chilled until serving time.
Prepare the guest-facing details last, but do not leave them until guests arrive. Chill drinks, set out coffee and tea, place snacks and tableware, and put directional signs and name stickers where people will actually need them.

Frequently asked questions

How far in advance should I book a cabaret venue and performers?: Aim to confirm the room and comedian or acts at least 6 to 8 weeks before the evening. That gives you time to publish the program, send invitations, process registrations and replace an unavailable act if needed.
When should I send the final guest list and dietary requirements?: Set a registration deadline 7 to 10 days before the event. Finalise the guest list and catering quantities immediately afterwards, then send confirmed arrival and act information to the relevant people.
How much time do I need to set up a cabaret evening?: Allow at least 3 hours for a room that needs a stage, sound system, lighting, seating, tables and cloakroom. Add more time if the equipment has not been tested together before or if the room requires extensive decoration.
When should I chill drinks and prepare snacks?: Chill drinks 4 to 6 hours before guests arrive, depending on the quantity and cooler space. Prepare snacks as close to serving time as practical, and keep fresh produce chilled until it is put out.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.