How to organise a cabaret evening without last-minute problems

Start with the venue and performers, then build the evening around the technical needs of the acts. Once the date and programme are fixed, send invitations, track registrations and collect dietary requirements before booking catering. In the final week, confirm the guest list, seating plan and run sheet. On the day, leave enough time to clear the stage, test both wireless microphones and set the lighting before guests arrive.

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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

1
Reserve venue
2
Book cabaret performers
2 people
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Book catering
8
Request technical requirements
9
Create the program
2 people
10
Create final guest list
11
Determine room layout
2 people
12
Print the run sheet
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people

Event

16
Open venue
2 people
17
Set up tables
3 people
18
Set out chairs
3 people
19
Clear the stage area
2 people
20
Set up sound equipment
2 people
21
Test microphones
2 people
22
Set up lighting
2 people
23
Hang up decorations
2 people
24
Set up the buffet
3 people
25
Set up the reception table
2 people
26
Receive participants
3 people
27
Serve drinks
3 people
28
Announce comedian
29
Serve snacks
3 people
30
Refill drinks
2 people
31
Announce break
32
Operate the technical equipment during the show
33
See off guests
2 people

Aftercare

34
Switch off equipment
2 people
35
Wash dishes
3 people
36
Collect waste
2 people
37
Put furniture back
3 people
38
Clean the room
3 people
39
Remove decorations
2 people
40
Lock up the venue
2 people
41
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Buffet tablesqty 2
Stoolsqty 4
Coat racksqty 2

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Music player
Extension cordsqty 4
Power stripsqty 4
Gaffer tapeqty 2
Laptop

Lighting

LED spotlightsqty 4
Mood lightingqty 2

Tableware

Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 70
Forksqty 70
Napkin holderqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Scissorsqty 2

Decorations

Table runnersqty 6
Decorative clothsqty 4
Welcome sign
Program standsqty 3

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucketqty 2

Catering

Groceries

Tips

Book the venue and cabaret performers first, then ask for technical requirements before finalising the room layout. A speaker position or power socket in the wrong place can affect tables, stools and the stage area.
Send invitations early enough to process registrations and collect dietary requirements before booking catering. Use the final guest list to estimate seating, buffet quantities and the number of water and wine glasses needed.
Keep the programme and printed run sheet in one place, with timings for arrivals, acts, food and breaks. Give a copy to the person running the evening and keep one at the reception table.
Set up the sound system before decorating: place the active speakers, audio mixer and microphone stands, then test both wireless microphones with the performers or a helper. Tape extension cords and power strips down with gaffer tape so they do not cross walkways.
Allow at least 60 minutes before doors open for the final setup. Chill the drinks, prepare snacks, arrange the buffet, check the coffee equipment and leave a clear route from the reception table to the seating area.

Frequently asked questions

How far in advance should I organise a cabaret evening?: Start at least 6 to 8 weeks ahead. Reserve the venue and performers first, then send invitations early enough to close registrations and confirm catering before the final week.
How long does it take to set up a cabaret evening?: Allow at least 60 minutes for a simple setup and closer to 90 minutes if you are arranging sound, lighting, buffet tables and decorations yourself. Schedule the microphone and speaker test before guests arrive.
When should I finalise the guest list for a cabaret evening?: Finalise it 5 to 7 days before the event. That gives you time to confirm dietary requirements, seating, catering quantities and the number of glasses, plates and chairs required.
How many microphones are needed for a cabaret evening?: Plan one wireless microphone per performer who needs to speak, plus a spare if the programme depends on live announcements. Test every microphone through the mixer and speakers before opening the venue.

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