Cabaret show checklist: what to arrange and when

A cabaret show needs more than a comedian and a room. You’ll need to coordinate ticket sales, dietary requirements, accessibility, technical details, seating, refreshments, and the final program. Start with the venue and performer, then work toward guest communication and a timed event-day setup. This checklist keeps the practical work in order, including details that are often left until the last minute, such as equipment checks, printed guest lists, chilled drinks, and floor markings.

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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

Reserve venue
Book a comedian
Set ticket price
2 people
Create ticket page
Send invitations
2 people
Open ticket sales
Process registrations
Collect dietary requirements
Confirm accessibility
Request technical requirements
Finalize the program
2 people
Schedule staff
2 people
Send practical information
Check equipment
2 people
Order print materials
Arrange seating
2 people
Do the shopping
2 people
Finalize programs
2 people
Print guest list and tickets
Chill drinks
2 people
Prepare snacks
2 people
Collect materials
2 people

Event

Open venue
2 people
Inspect venue
2 people
Mark the hall floor
2 people
Set up the stage
3 people
Connect the sound system
2 people
Set up lighting
2 people
Set up chairs
3 people
Set up the registration desk
2 people
Set up the bar and coffee table
3 people
Set up stage decoration
2 people
Place programs
2 people
Carry out sound and light check
3 people
Welcome the comedian
Run the sound check
3 people
Instruct staff
2 people
Open the doors
3 people
Check tickets
2 people
Direct guests to their seats
2 people
Serve welcome drinks
3 people
Assist the performance
3 people
Refill drinks
2 people
Serve break snacks
3 people
Check the break room
2 people
Announce the second part
Moderate audience questions
Arrange farewell and thank-you
2 people
See guests off
2 people

Aftercare

Collect glasses and tableware
3 people
Clean up the bar and kitchen
2 people
Tear down audio equipment
2 people
Take down lighting equipment
2 people
Clear away chairs and tables
3 people
Dismantle the stage
3 people
Collect waste
2 people
Clean the hall and restrooms
3 people
Return materials
2 people
Hand over the venue
2 people
Send thank-you message
Close ticket administration

What to bring

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

Furniture

Stage sectionsqty 4
Chairsqty 90
High tablesqty 4
Bar matsqty 2
Changing room rack

Equipment

Wireless microphoneqty 2
Speakersqty 2
Mixer
Stage monitor
Microphone standsqty 2
XLR cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Ticket scannerqty 2
Payment terminal
Charging cablesqty 4

Lighting

LED stage lightsqty 4
Light standsqty 2
Mood lightingqty 4

Decorations

Stage curtainsqty 2
Backdrop cloth
Flower arrangementsqty 3
Arrow signsqty 8
Information boardsqty 4

Tableware

Drinking glassesqty 100
Wine glassesqty 50
Coffee cupsqty 60
Platesqty 60
Pastry platesqty 90
Cutlery setsqty 90

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Snack plattersqty 8
Pliersqty 4

Cleaning

Bucketsqty 3
Spongesqty 6
Microfiber clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Confirm the comedian’s technical requirements at least 2–3 weeks before the show. Check the wireless microphone, speakers, mixer, stage monitor, microphone stands, cables, power strips, and LED lighting against those requirements.
Set the ticket price before creating the ticket page, and open sales only after the venue capacity, seating plan, program length, and accessibility information are confirmed. This prevents changes to tickets after registrations have started.
Collect dietary requirements during registration and set a clear deadline, such as 7 days before the show. Use the final numbers to plan snacks, drinks, coffee, pastries, plates, glasses, and cutlery rather than estimating on the event day.
Send practical information 3–5 days before the performance. Include arrival time, entrance details, accessibility arrangements, seating information, expected finish time, and any instructions for guests with dietary requirements.
Reserve a fixed setup window on the day, preferably at least 3 hours before doors open. Use it to inspect the venue, mark the hall floor, arrange chairs and high tables, test sound and lighting, chill drinks, place signs, and print or position the final guest list and tickets.

Frequently asked questions

How far in advance should I book a comedian for a cabaret show?: Book the comedian as soon as the date and venue are realistic, preferably 8–12 weeks in advance. Popular performers may need more notice, while the technical rider and final program should be confirmed at least 2–3 weeks before the show.
When should tickets go on sale for a cabaret show?: Open ticket sales once the venue, comedian, ticket price, capacity, and basic accessibility information are confirmed. For a small cabaret show, 4–8 weeks before the event gives you time to process registrations and follow up with guests.
How early should I arrive to set up a cabaret show?: Allow at least 3 hours before doors open for a full setup. A show with stage sections, speakers, microphones, lighting, seating, refreshments, and printed materials can require longer if equipment is being hired or delivered.
When should I send practical information to cabaret guests?: Send the main practical information 3–5 days before the show, after registrations and dietary requirements have been checked. Send any urgent changes immediately, and keep a printed guest list and ticket information at the entrance.

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