What you need for a cabaret evening

A cabaret evening needs more than chairs and a microphone. You will need drinks, snacks, coffee supplies and enough serving equipment for the audience, plus the practical items that keep the room moving before and after the show. Use the confirmed guest list to calculate quantities, then check what the venue already provides. Audio, lighting and stage items are easy to overlook when attention is focused on booking the performers.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 90
Tablesqty 10
Coat racksqty 2
Foldable tablesqty 3

Equipment

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

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4

Tableware

Drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cubesqty 6
Tongs and serving spoonsqty 8

Decorations

Tableclothsqty 10
Backdrop cloth
Stage curtainsqty 2
Menusqty 10
Program leafletsqty 100

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Snack nuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 3 kilograms
- Grapes - 3 kilograms
- Cherry tomatoes - 2 kilograms
- Cucumber - 6 pieces
- Carrots - 2 kilogram
- Hummus - 6 tubs
- Crackers - 8 packs
- Baguettes - 10 pieces
- Herb butter - 8 tubs
- Mini quiches - 120 pieces
- Vegetarian snacks - 80 pieces
- Vegan snacks - 30 pieces
- Gluten-free crackers - 3 packs
- Cookies - 6 packs
- Lemons - 10 pieces
- Stir sticks - 200 pieces
- Napkins - 300 pieces
- Coffee filters - 100 pieces
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan drinks for the audience and performers separately. For the first hour, allow two to three drinks per person, then add water and soft drinks rather than buying only alcoholic options.
Buy ice and chillers at least one day before the performance. Drinks need time to cool, and a warm venue can empty your available ice faster than expected.
Count cups, glasses, plates and cutlery against the final guest list, then add around 10% for breakage, extra servings and late arrivals. Do the same for coffee cups if coffee is served after the show.
Check the technical list with the performers before buying or collecting equipment. A sound system, mixer and microphones are not enough if you are missing microphone stands, audio cables, a DI box, extension cords or power strips.
Allow setup time for stage sections, the podium steps, lighting stands and the backdrop. Have the chairs, tables and coat racks ready before doors open so registration and refreshments do not compete with stage preparation.

Frequently asked questions

How many drinks do I need for a cabaret evening?: For the first hour, plan on two to three drinks per guest, including water and soft drinks. Add extra stock for performers, volunteers and a programme that runs longer than two hours.
How many glasses and plates should I buy?: Start with one glass, plate and cutlery set per guest, then add about 10% spare. For 80 guests, that means at least 88 of each item that will be used throughout the evening.
How much ice do I need for a cabaret evening?: Allow roughly 1 kilogram of ice per 10 guests for chilling drinks, and increase this if the venue is warm or has no refrigerator. Buy or collect it on the day, with drinks chilled before guests arrive.
When should I prepare the shopping for a cabaret evening?: Buy non-perishable serving items, tablecloths and decorations two to three days ahead. Purchase fresh snacks, ice and chilled drinks on the day, and finish setup at least 60 minutes before doors open.

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