Cabaret show checklist: organise the evening step by step

A cabaret show needs more than a performer and a stage. You need to lock in the venue and performance times, check the technical setup, manage ticket registrations and prepare the room for both the audience and the artist. This checklist covers the full run-up, from booking and promotion to seating, refreshments and the final equipment check. Use it to keep details such as dietary requirements, visitor lists and backstage water from being left until the last hour.

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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

Confirm date and venue
Hire performer
Set performance times
2 people
Gather technical requirements
Compile program
2 people
Prepare the budget
Open ticket sales
Send invitations
2 people
Publish promotional text
Hang posters
2 people
Process registrations
Collect dietary requirements
Confirm reservations
Order catering
Check equipment
2 people
Confirm artist information
Print the run sheet
Print the visitor list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Mark the room layout
2 people
Set up tables
3 people
Set up chairs
4 people
Clear the stage area
2 people
Set up the decor
2 people
Connect the microphone
2 people
Set up sound system
2 people
Set lighting scenes
2 people
Conduct technical rehearsal
3 people
Set up the artists' lounge
Set up the catering buffet
3 people
Set out dishes and glasses
2 people
Check toilets
Set up the registration desk
2 people
Set up signage
2 people
Check the public area
2 people
Hold team briefing
6 people

Event

Open the doors
3 people
Welcome visitors
3 people
Check tickets
2 people
Manage the cloakroom
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Announce the performance
Operate lighting and sound
2 people
Announce break
Provide break catering
3 people
Guide the audience back to the hall
2 people
Escort the performer afterward
See the audience out
3 people
Handle the cloakroom
2 people
Store leftovers safely
2 people

Aftercare

Switch off equipment
2 people
Take down the décor
2 people
Clear away chairs
4 people
Clear tables
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Pack up sound equipment
2 people
Secure lost property
Lock up the venue
2 people
Return materials
2 people
Clean up leftovers
2 people
Archiving the visitor list
Store photo and video material
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Bistro tablesqty 8
Table linenqty 8
Coat racksqty 2
Clothes hangersqty 100
Performer chairqty 2

Equipment

Wireless microphoneqty 2
Microphone stand
Speakersqty 2
Audio mixer
DI box
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 3

Lighting

LED spotlightsqty 4
Light standsqty 2
Spare batteriesqty 12

Decorations

Stage curtainsqty 2
Flower arrangementsqty 3
Welcome sign
Directional signsqty 6

Tableware

Water glassesqty 100
Coffee cupsqty 80
Tea glassesqty 40
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6
Cutting boardsqty 2
Bread knivesqty 2
Waste binsqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Paperwork

Printed admission ticketsqty 100
Program leafletsqty 100
Visitor listqty 2
Run sheetsqty 8
Name badgesqty 15
Pensqty 12
Clipboardsqty 4
Wristbandsqty 100

Safety

Flashlightsqty 3
Cable matsqty 6
Non-slip matsqty 4

Tips

Confirm the venue, performer and performance times before opening ticket sales. Leave at least 2–3 weeks for registrations and promotion, and check whether the artist needs a wireless microphone, DI box, mixer or specific lighting.
Set a technical deadline with the performer at least 7 days before the show. Test the speakers, microphone, mixer, extension cords and power strips together, then keep spare batteries and gaffer tape ready on the day.
Print the run sheet and visitor list 1 day before the event, rather than relying on a phone or laptop at the door. Keep one copy with the organiser and one at the registration point.
Plan the room around the performance, not just the catering. Mark the layout before setting up chairs and bistro tables, keep the stage area clear, and allow a visible route to coat racks and directional signs.
Order catering only after registrations and dietary requirements are confirmed. Chill drinks and prepare snacks on the day, while coffee, tea and water can be set up close to serving time so they remain fresh.

Frequently asked questions

How far in advance should I organise a cabaret show?: Start at least 6–8 weeks before the performance. Confirm the date, venue and performer first, then allow 2–3 weeks for ticket sales, invitations and promotional text.
When should I open ticket sales for a cabaret show?: Open ticket sales once the date, venue, performer and performance times are confirmed, usually 3–6 weeks before the show. Set a clear registration deadline so catering and seating numbers can be finalised.
What technical equipment does a cabaret show need?: Allow time to check the microphone, microphone stand, speakers, audio mixer, DI box, extension cords and power strips. Ask the performer for technical requirements at least 7 days in advance and complete a full sound check before doors open.
How many chairs do I need for a cabaret show?: Prepare one chair per confirmed reservation, plus 5–10% spare capacity if the venue allows it. Finalise the layout after registrations close, and keep the performance sightlines clear when placing tables and chairs.

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.