What you need for a cabaret evening

A cabaret evening needs more than seats and a microphone. Plan drinks and snacks by guest numbers, then check that the sound, lighting and stage equipment match the room and the acts. Coffee, tea and chilled drinks are easy to underestimate, especially when the programme runs for several hours. This checklist also covers the items people often arrange too late: coat racks, extension cords, directional signs, name stickers and a reliable way to serve food and drinks.

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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
- Coffee - 3 packs
- Tea bags - 100 pieces
- Whole milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweeteners - 100 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 8 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Pretzels - 3 bags
- Crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Cucumber - 6 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Mini muffins - 60 pieces
- Butter cookies - 6 packs
- Gluten-free crackers - 2 packs
- Gluten-free cookies - 2 packs
- Vegan Toppings - 3 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Stirrers - 100 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 6 pieces
- Rubber gloves - 4 pairs
- Liquid hand soap - 3 bottles

Tips

Plan around two to three drinks per guest for the first hour, then one drink per person per hour after that. Include water as well as alcoholic and non-alcoholic options, and chill drinks before guests arrive.
Allow at least one coffee or tea serving per guest, plus 10–15% extra cups and glasses for breakage and second servings. Prepare thermos flasks if the serving area is away from the kitchen.
Test every microphone, speaker, cable and laptop connection in the actual room at least 2 hours before the doors open. Keep spare extension cords and power strips available, rather than relying on one wall socket.
Set out one chair per registered guest and add a small reserve if the room allows it. Put coat racks, directional signs and the cloakroom setup in place before the audience starts arriving.
Buy or collect fresh snacks no later than the day of the event and keep them chilled until serving. Have serving trays, cake plates, cutlery and napkins ready before the first act begins so the interval does not become a rush.

Frequently asked questions

How many drinks do I need for a cabaret evening?: Start with two to three drinks per guest for the first hour, followed by one drink per guest for every additional hour. Add 10–15% extra for unexpected guests, spills and second servings.
How much coffee and tea should I buy for a cabaret evening?: Plan at least one hot drink per guest, plus 10–15% extra. For a three-hour evening with 50 guests, prepare at least 55 servings and keep more hot water or coffee available for the interval.
When should I test the sound equipment?: Test the speakers, mixer, wireless microphones, laptop and cables at least 2 hours before guests arrive. Do a short microphone check from the stage and from the back row, because room acoustics can change the required volume.
What should I arrange before guests arrive at a cabaret evening?: Set up the chairs, stage, lighting, cloakroom, signs, drinks and serving areas before opening the doors, ideally 60–90 minutes in advance. Chill drinks and place programmes or name stickers where guests can find them easily.

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