What you need for a cabaret evening

A cabaret evening needs more than chairs and refreshments. Guests need clear directions, a visible registration point, and somewhere to leave coats, while performers need water, a changing area, and reliable sound and lighting. Use this shopping list alongside your event plan so you can check supplies before the venue opens. Buy drinks and snacks early enough to chill them, and count tableware against your expected audience rather than the room’s maximum capacity.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Coat racksqty 2
Changing room table
Changing room chairsqty 6

Equipment

Stage sectionsqty 6
Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Audio mixer
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage spotlightsqty 4
Work lightsqty 2

Decorations

Stage backdrop
Tableclothsqty 10
Directional signsqty 6
Program bookletsqty 90

Tableware

Water glassesqty 100
Wine glassesqty 60
Coffee cupsqty 90
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Bottle openersqty 3
Serving tongsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop and bucketqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still water - 8 bottles
- Carbonated water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Bitter lemon - 3 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 six-packs
- White wine - 8 bottles
- Red wine - 5 bottles
- Non-alcoholic wine - 3 bottles
- Ice cubes - 10 bags
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Grapes - 5 kilos
- Apples - 60 pieces
- Mini wraps - 120 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Herb cream cheese - 3 tubs
- Young cheese - 2 kilos
- Smoked chicken breast - 1 kilo
- Cucumber - 8 pieces
- Bell peppers - 10 pieces
- Arugula - 6 bags
- Vegan wraps - 30 pieces
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Unsalted butter - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Hand soap - 4 bottles

Tips

Plan for about 2–3 drinks per guest during the first hour, then roughly 1–2 drinks per hour afterward. Add extra water for performers and anyone working backstage.
Count one chair and one place setting per registered guest, then add about 5% spare tableware. This covers dropped cutlery, breakages, and late additions without creating a large surplus.
Do not leave technical purchases until the event day. Check the microphone, speaker, mixer, cable, extension-cord, and power-strip requirements with the performers at least 1–2 weeks beforehand.
Prepare coffee service for the late break or finish: allow one coffee cup per guest plus 10% spare, and have kettles, a coffee maker, thermos flasks, and serving trays ready before doors open.
Print programs, directional signs, and performer information at least 2–3 days ahead. Keep a few blank signs and spare copies at the registration desk in case the room layout changes.

Frequently asked questions

How many drinks do I need for a cabaret evening?: For the first hour, allow 2–3 drinks per guest, followed by 1–2 drinks per hour. Keep water available throughout and add a separate supply for performers and crew.
How many chairs and place settings should I buy?: Provide one chair and one place setting per registered guest, plus about 5% spare. For 80 guests, that means 84 chairs or places if the venue allows it.
When should I check the sound and lighting equipment?: Confirm the performers’ technical requirements 1–2 weeks before the evening. Test the speakers, microphones, mixer, cables, power, and stage spotlights again during setup, before the audience arrives.
How much coffee service do I need for the audience?: Allow one coffee cup per guest plus 10% spare. For 60 guests, prepare at least 66 cups, with enough coffee, hot water, thermos capacity, plates, cutlery, and serving trays for the planned break.

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