What you need for a cabaret evening

A cabaret evening needs more than chairs and a stage. Plan drinks, snacks, coffee service and tableware alongside the performance setup, then check that the sound and lighting can be tested before guests arrive. Use your final visitor count to work out quantities, and allow extra time for chilling drinks, preparing the coffee corner and setting up the bar. This list covers the purchases and equipment that are easy to overlook until setup has already started.

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What to bring

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

Furniture

Stage sectionsqty 4
Stage steps
Chairsqty 60
Tablesqty 8
Bar stoolsqty 4
Clothing rack

Equipment

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

Lighting

Stage spotlightsqty 4
Mood lightingqty 4
Light standsqty 2

Tableware

Water glassesqty 70
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 70
Forksqty 70
Knivesqty 70
Teaspoonsqty 50

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving boardsqty 6
Scissorsqty 2

Decorations

Tableclothsqty 8
Stage backdrop
Welcome sign
Program standsqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Coffee cream - 4 tubs
- Milk - 4 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Coffee filters - 2 packs
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Tonic - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lager - 5 crates
- Alcohol-free beer - 1 crate
- White wine - 8 bottles
- Red wine - 4 bottles
- Bubbly - 2 bottles
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snack mix - 3 bags
- Party nuts - 3 bags
- Olives - 3 jars
- Cheese cubes - 2 kilos
- Grapes - 3 kilos
- Apples - 30 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Hummus - 4 tubs
- Baguettes - 8 pieces
- Crackers - 5 packs
- Cream cheese - 4 tubs
- Butter - 2 packs
- Cookies - 5 packs
- Chocolate - 4 bars
- Lemons - 8 pieces
- Ice cubes - 10 kilos
- Napkins - 200 pieces
- Coffee stirrers - 100 pieces
- Straws - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Chill them before setup and keep a separate supply available for the performer and crew.
Allow one water glass per guest, plus at least two spare glasses for every 10 guests. If wine is served, provide one wine glass per expected wine drinker rather than assuming every visitor will use one.
For coffee and tea after the performance, prepare one cup per guest who is likely to take one, with about 10% extra. Set out teaspoons, plates and serving boards before the audience arrives so the coffee corner does not become a queue.
Check the technical kit at least 2 hours before doors open: active speakers, mixer, wireless microphones, microphone stands, audio cables, extension cords and power strips. A sound check catches missing connectors while there is still time to replace them.
Keep the stage area completely clear before building the podium sections and podium steps. Test the podium spots and ambient lighting with the performer present, because a lighting change can affect microphone shadows and sightlines.

Frequently asked questions

How many drinks do I need for a cabaret evening?: Plan two to three drinks per guest during the first hour, followed by one drink per guest for every additional hour. Add around 10% extra if attendance is uncertain or the event runs longer than planned.
How much tableware is needed for a cabaret evening?: Provide one plate, fork and knife per guest, plus at least 10% spare pieces. For drinks, start with one water glass per person and one wine glass for each guest you expect to serve wine.
When should I set up the sound equipment?: Have the speakers, mixer, microphones and cables connected at least 2 hours before the doors open. Reserve 30 to 45 minutes for the sound check and time to fix a faulty cable or microphone.
How much coffee should I prepare for a cabaret evening?: Estimate one cup per guest who is likely to drink coffee or tea, and prepare 10% extra. Keep hot water available in kettles or thermos flasks so late servings do not require restarting the coffee machines.

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