Cabaret Show Checklist

A cabaret show depends on more than booking a comedian and putting out chairs. You need a clear performance schedule, a venue that meets the technical requirements, and enough time to test microphones, speakers, lighting, and stage sections. Guest registration, dietary information, reception tables, and printed programs also need attention before show day. Use this checklist to work through the planning in the right order and avoid last-minute setup problems.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Book a comedian
Reserve venue
Set performance times
2 people
Request technical requirements
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Calculate catering quantities
Check equipment
2 people
Design program booklet
Print program booklets
Update visitor list
Send reminder
Check the shopping list
Do the shopping
2 people
Buy fresh products
Inspect the space
2 people
Build stage sections
3 people
Set up the sound system
2 people
Connect microphones
2 people
Set up lighting
2 people
Test the equipment
2 people
Set up chairs
3 people
Set up tables for reception
2 people
Hang decorations
2 people
Putting up the program and signage
2 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Set up artist room
2 people

Event

Welcome the artist
Brief the performer on technical details
2 people
Open the doors
2 people
Register visitors
2 people
Hand out program booklets
Serve coffee and tea
2 people
Serve snacks
2 people
Escort audience to the hall
2 people
Announce the performance
Operate lighting and sound
2 people
Serve break drinks
3 people
Refill drinks
2 people
Guide visitors to the exit
2 people
See the artist off

Aftercare

Collect tableware
3 people
Chill leftover catering
2 people
Switch off equipment
2 people
Dismantle equipment
3 people
Dismantle stage sections
3 people
Clear away chairs and tables
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Lock up the venue
Return borrowed items
2 people
Clear remaining stock
Collect expenses

What to bring

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

Furniture

Chairsqty 85
Cocktail tablesqty 6
Buffet tablesqty 4
Artist bench
Clothing rack

Equipment

Stage sectionsqty 6
Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI box
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
Light standsqty 2
Stage lightingqty 2

Decorations

Backdrop cloth
Decorative plantsqty 4
Directional signsqty 6

Tableware

Glassesqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Thermos flasksqty 4
Ice cube traysqty 4

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the comedian and venue before sending invitations, then set the performance times early enough to include guest arrival, reception, and any interval. A fixed schedule makes catering quantities and the visitor list easier to manage.
Request the performer’s technical requirements several weeks before the show. Check whether the venue has the required microphones, mixer, DI box, active speakers, cables, lighting, and power connections rather than discovering a gap during setup.
Close registrations at least 7 days before the performance so you can update the visitor list, collect dietary requirements, calculate catering quantities, and print the right number of program booklets.
Plan the room around the audience’s view and movement: allow clear sightlines to the stage, leave space for reception tables, and position cocktail tables so they do not block entrances or microphones.
Test the complete setup before guests arrive, not just individual items. Connect the microphones, sound system, and lighting, then run a short performance check with the stage, chairs, cables, and power strips in their final positions.

Frequently asked questions

How early should I book a comedian for a cabaret show?: Start contacting comedians at least 8 to 12 weeks before the planned performance. Popular dates may require more lead time, and booking early gives you time to confirm technical requirements and set the program.
When should I send invitations for a cabaret show?: Send the invitations 4 to 6 weeks before the show and set a registration deadline about 7 days before it. Send a reminder 3 to 5 days before the performance once the visitor list and practical details are confirmed.
How much food and drink do I need for a cabaret show?: Calculate quantities from the confirmed registrations, dietary requirements, and the length of the reception. For drinks, plan roughly 2 to 3 per guest during the first hour, then adjust for the event schedule and whether drinks are served during the show.
When should I set up and test the cabaret equipment?: Allow at least 3 hours before doors open to inspect the space, build the stage, place chairs and tables, connect sound and lighting, and test everything. Keep the final 30 minutes free for small corrections rather than new setup work.

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.