Cabaret show checklist: from booking to curtain call

A cabaret show needs more than a performer and a room. You need a clear guest list, a practical seating plan, working sound and lighting, and a reception and catering setup that does not interrupt the performance. This checklist puts the work in a useful order, from reserving the hall and confirming dietary requirements to welcoming guests and assisting the comedian. Use it to spot the details that are easiest to leave until the last minute.

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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 the venue and hall
Book a comedian
Send invitations
Process registrations
Collect dietary requirements
Update visitor list
Order catering
Check equipment and cables
2 people
Print the program
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open hall
2 people
Set up chairs
3 people
Set up tables
2 people
Clear the play area
2 people
Hang up decorations
2 people
Set up lights and sound
2 people
Perform the technical sound check
2 people
Set up the catering buffet
3 people
Set up the reception table
2 people

Event

Welcome guests
3 people
Hand out programs
2 people
Serve coffee and tea
3 people
Assist the comedian
Announce the performance
Operate lighting and sound
Serve break snacks
3 people
Refill drinks
2 people
Answer guest questions
See off the comedian
Topping up party snacks
2 people
Serve snacks and drinks
3 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
2 people
Clear away chairs and tables
3 people
Dismantle technical equipment
2 people
Remove decorations
2 people
Collect waste
2 people
Clean the room
3 people
Check lost and found items
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover stock

What to bring

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

Furniture

Chairsqty 85
Bistro tablesqty 8
Reception desk
Buffet tablesqty 3
Clothing rack

Tableware

Coffee cupsqty 85
Water glassesqty 100
Wine glassesqty 85
Beer glassesqty 60
Cake platesqty 85
Cutlery setsqty 85
Serving plattersqty 10
Serving tongsqty 6

Equipment

Wireless microphone
Speakersqty 2
Mixer
Laptop
Audio cablesqty 4
Extension cordsqty 4
Power stripsqty 3
DI box

Lighting

Stage spotlightsqty 2
Atmosphere lightsqty 6
Spare batteriesqty 12

Decorations

Theater curtain
Red carpetsqty 2
Table runnersqty 8
Menu standsqty 8
Flower arrangementsqty 6
Name card holdersqty 85

Catering

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

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Kitchen quartet
Aluminum foilqty 2

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop
Bucketsqty 2
Cleaning clothsqty 12

Tips

Book the comedian and venue before sending invitations, then allow at least 2–3 weeks to collect registrations and dietary requirements. Keep the visitor list updated as replies arrive.
Schedule the technical setup at least 2 hours before doors open. Test the wireless microphone, speakers, mixer, laptop, DI box, cables, extension cords and power strips together, not separately.
Plan seating around the cleared performance area rather than filling the hall first. Leave a visible route for the comedian and keep stage spotlights and atmosphere lights clear of chairs and tables.
Set up the reception table before guests arrive, with the visitor list, programs and name card holders ready. Put the clothing rack and any red carpet in place before the first person enters.
Chill drinks and prepare snacks early enough to avoid kitchen work during the show. For coffee and tea, set out cups, water glasses, cake plates, cutlery and serving utensils before opening the buffet.

Frequently asked questions

How early should I book a comedian for a cabaret show?: Start contacting comedians at least 8–12 weeks before the show, especially if you have a fixed date. Confirm the performance length, arrival time, technical requirements and payment terms before inviting guests.
How long before a cabaret show should the sound check be?: Allow 60–90 minutes for setup and a proper sound check, with the room already arranged as it will be during the performance. Finish the microphone, speaker and cable test at least 30 minutes before guests arrive.
How many chairs and tables do I need for a cabaret show?: Prepare one chair per registered guest, plus 5–10% spare seating if the room allows it. Use only enough bistro tables for drinks and catering so the performance area remains clear and sightlines are not blocked.
When should I collect dietary requirements for the catering?: Ask for dietary requirements when sending invitations and set a response deadline 7–10 days before the show. Give the final numbers and requirements to the caterer after registrations are processed, then keep a copy at the reception table.

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