Cabaret Workshop Checklist

A cabaret workshop needs more than a room and a workshop leader. You also need a clear participant process, a stage-free space for exercises, tested audio equipment and enough time to prepare the room. Start with the venue, leader and invitations, then confirm registrations, dietary requirements and the programme. Use the final days for shopping, materials and equipment checks, and keep the last hour before arrival for setup.

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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
Assign workshop leader
Send invitations
2 people
Process registrations
Update participant list
Collect dietary requirements
Confirm the program and times
Send participant information
Order catering
Test the equipment
2 people
Setting up activities and exercises
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Confirm participants again

Event

Open venue
2 people
Ventilate room
Set up tables and chairs
3 people
Creating a stage-free play area
2 people
Set up equipment
2 people
Lay out work materials
2 people
Set up catering
2 people
Set up the reception desk
Receive participants
3 people
Explain the program
Leading warm-up exercises
2 people
Guide the writing assignment
2 people
Serve break drinks
2 people
Lead improvisation exercises
2 people
Serve dinner
4 people
Refill drinks
2 people
Prepare cabaret acts
2 people
Guide the performances
3 people
Lead the feedback round
2 people
See participants off
2 people

Aftercare

Store leftovers in the fridge
2 people
Dismantle materials and equipment
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Store equipment safely
2 people
Return keys and materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Coat rack
Stoolsqty 6

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Coffee cupsqty 50
Reusable cutleryqty 50
Serving plattersqty 8
Pitcherqty 4

Equipment

Portable speaker
Wired microphonesqty 2
Microphone standsqty 2
Power stripsqty 4
Extension cordsqty 4
Laptop
HDMI cable
Timerqty 2

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 4
Serving spoonsqty 4
Aluminum foil

Decorations

Name badgesqty 50
Tableclothqty 8
Welcome sign
Directional signsqty 8
Markers for name tagsqty 12
Sticky tackqty 4
Painter's tapeqty 6

Lighting

LED work lightsqty 2
Atmosphere lightsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor mopsqty 2
Broom and dustpanqty 2
Hand brush and dustpanqty 2
Washing-up tubsqty 2
Tea towelsqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the room layout before the workshop day. Allow enough open space for movement and exercises, rather than filling the room with tables and chairs.
Test the portable speaker, wired microphones, microphone stands, laptop, HDMI cable and power strips at least one day beforehand. Bring extension cords and check that every connection works.
Send participant information no later than 3 days before the workshop. Include the start time, programme, venue details, what to wear or bring, and the contact method for late arrivals.
Plan catering around the workshop schedule, not just the headcount. Confirm dietary requirements before ordering, and prepare coffee, tea and water so breaks do not interrupt the exercises.
Keep the final setup sequence short and visible: ventilate the room, arrange the play area, set out materials, prepare the reception desk and place name badges before participants arrive. Aim to open the venue at least 60 minutes early.

Frequently asked questions

How far in advance should I organise a cabaret workshop?: Book the venue and confirm the workshop leader at least 6 to 8 weeks ahead. Send invitations as soon as those two details are fixed, then close or review registrations about 7 days before the workshop.
How early should I open the venue for a cabaret workshop?: Open the venue at least 60 minutes before participant arrival. This gives you time to ventilate the room, create the stage-free play area, test the equipment and set up catering and reception.
What equipment do I need for a cabaret workshop?: Plan for a portable speaker, wired microphones, microphone stands, a laptop, an HDMI cable, power strips and extension cords. Test the complete setup at least 24 hours before the workshop and keep a timer available for exercises.
When should I confirm cabaret workshop participants?: Send a first confirmation when registration closes, then send a final confirmation 2 to 3 days before the workshop. Use the final list to check dietary requirements, name badges, catering quantities and workshop materials.

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