Cabaret festival planning checklist

A cabaret festival needs more than a programme and a stage. You have to coordinate performers, technical needs, audience seating, catering, registrations and volunteers in the right order. Start with the date, venue, budget and programme, then confirm permits, insurance and equipment before promoting the event. In the final week, focus on the run sheet, visitor list, accessibility, emergency exits and performer information so the event team can work from one clear plan.

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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

Set the date and program
2 people
Reserve venue
Book performers
2 people
Gather technical requirements
2 people
Check permits
Check insurance
Set budget and admission price
2 people
Publish the program online
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Order catering
Reserve technical equipment and materials
Arrange catering delivery
Send performer information
Create run sheet and floor plan
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Check accessibility
2 people
Check emergency exits
2 people
Publish parking information
Print the visitor list
Prepare name badges
2 people
Print the program booklets
Check the purchase list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare catering portions
3 people
Bring materials to the venue
4 people
Open venue
2 people
Set up the stage and performance area
4 people
Connect sound equipment
3 people
Set up lighting equipment
2 people
Test microphones
2 people
Set up audience seating
4 people
Set up tables for reception
2 people
Set up bar and buffet
4 people
Hang up decorations
3 people
Place route and price signs
2 people
Set up the cloakroom
2 people
Check toilets
2 people
Prepare first aid supplies
Test the cash register and card terminal
2 people
Give volunteer briefing
3 people
Welcome performers
2 people
Set up artist dressing rooms
2 people
Run the sound check
3 people
Conduct final safety check
2 people

Event

Open the doors
4 people
Check in visitors
4 people
Manage the cloakroom
2 people
Serve welcome drinks
3 people
Deliver the opening presentation
2 people
Guide the first cabaret block
3 people
Refill drinks
3 people
Serve snacks
4 people
Announce break
Restock the buffet
3 people
Coordinate the second cabaret block
3 people
Collect audience questions
Announce evening program
Host the third comedy block
3 people
Serve coffee and tea
3 people
Lead the final
3 people
Thank the performers
2 people
Announce the closing
Guide visitors to the exit
3 people
Handle coat check returns
2 people

Aftercare

Close the register
2 people
Chill leftover catering
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the bar and buffet
3 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Dismantle lights and sound
3 people
Tear down stage
4 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people
Take waste to the collection point
2 people
Process artist payments
Send visitor thank-you gifts

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Music standsqty 2
Audience chairsqty 160
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 4
Clothes hangersqty 180
Buffet tablesqty 4
Dressing room tablesqty 2

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 180
Coffee spoonsqty 100
Serving utensilsqty 20
Serving plattersqty 20
Carafesqty 20

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
DI boxqty 2
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Cash register
Payment terminalqty 2
Cash box
Walkie-talkiesqty 6
Timer

Lighting

LED spotlightsqty 8
Stage lightsqty 4
Mood lightingqty 6
Light standsqty 4

Decorations

Backdrop cloth
Festival Flagsqty 12
Balloon archesqty 2
Tableclothsqty 16
Flower arrangementsqty 8
Program standsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 12
Bottle openersqty 4
Ice cube traysqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Safety

First aid kit
Fire extinguishersqty 2
Bollardsqty 8
Emergency lightsqty 4

Registration

Name badgesqty 180
Wristbandsqty 180
Program leafletsqty 180
Clipboardsqty 4
Pensqty 20
Cash float

Catering

Groceries

Tips

Book the venue and performers before publishing the programme. Ask each act for technical requirements early, especially microphone inputs, playback needs and stage space, so the mixer, speakers, DI box, laptop and cables can be arranged in time.
Plan the audience area around the programme, not just the room capacity. Allow space for stage sections, stage steps, audience chairs, cable mats and clear routes to emergency exits; check the final floor plan before tables and chairs are placed.
Set a firm deadline for registrations and dietary requirements. Use the final visitor count to order catering and prepare plates, serving utensils, platters, glasses, coffee cups and carafes instead of estimating on the event day.
Give performers one information pack at least 7 days before the festival. Include arrival time, running order, dressing-room arrangements, sound-check details, parking information and the person to contact when they arrive.
Do the technical and access checks before doors open, not during the first act. Test wireless microphones, microphone stands, speakers, mixer, LED spotlights, stage lights, HDMI cables, extension cords and power strips, then confirm accessible seating and unobstructed routes.

Frequently asked questions

How far in advance should I book a cabaret festival venue?: Aim to reserve the venue at least 3 to 6 months before the festival, particularly if you need a stage, dressing rooms, catering space and technical equipment. Confirm the booking before sending invitations or publishing the programme.
When should performers receive the cabaret festival schedule?: Send performer information at least 7 days before the event, then issue the final run sheet and floor plan no later than 24 hours beforehand. This gives acts time to check arrival, sound and stage requirements.
How many volunteers do I need for a cabaret festival?: For a small festival, plan on at least 1 volunteer for every 30 to 50 visitors, plus separate cover for performer support and technical coordination. Assign roles before the event and give each volunteer a start time and task list.
When should I order catering for a cabaret festival?: Order catering after registrations and dietary requirements have been collected, ideally 7 to 10 days before the event. Confirm the final headcount and delivery time again 48 hours beforehand.

Start this plan in Lizzt

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