How to organise a cabaret evening

A cabaret evening runs smoothly when the programme, performers and room setup are planned in that order. Confirm the venue and acts first, then build a schedule with arrival, food, performance and interval times. Guest registrations and dietary requirements determine how much catering to buy. On the day, allow time to collect the keys, ventilate the hall, test every microphone and cable, and finish the stage and seating 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
Confirm room booking
2
Confirm a comedian or acts
3
Prepare the program and schedule
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send out act confirmations
8
Create final guest list
9
Calculate catering quantities
10
Test the equipment
2 people
11
Check the shopping list
12
Do the shopping
2 people
13
Keep fresh produce chilled
14
Pick up venue keys
15
Ventilate the hall
2 people
16
Set up the stage
3 people
17
Connect the sound system
2 people
18
Set up lighting
2 people
19
Set up tables
2 people
20
Set up chairs
3 people
21
Hang decorations
2 people
22
Set up the cloakroom
23
Chill drinks
2 people
24
Set out coffee and tea
2 people
25
Prepare snacks
3 people
26
Test equipment and microphones
2 people
27
Set up entrance and attendance list
2 people

Event

28
Welcome guests
3 people
29
Serve drinks and snacks
3 people
30
Announce the program
31
Guide the acts
32
Set out snack break refreshments
2 people
33
Refill drinks
2 people
34
See guests out
2 people

Aftercare

35
Turn off the sound equipment
2 people
36
Clear away food and drinks
3 people
37
Wash dishes
2 people
38
Clean the room
3 people
39
Put furniture back
3 people
40
Remove decorations
2 people
41
Dispose of waste
2 people
42
Return borrowed items
2 people
43
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
High tablesqty 2
Coat racksqty 2
Stage elementsqty 4

Tableware

Drinking glassesqty 60
Coffee cupsqty 60
Cake platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage spotlightsqty 4
Mood lightingqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 2
Bottle openersqty 2

Decorations

Backdrop
Tableclothsqty 6
Program postersqty 6
Directional signsqty 8
Name stickersqty 60

Cleaning

Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2

Catering

Groceries

Tips

Confirm each comedian or act in writing before sending invitations, including arrival time, set length, technical needs and the final running order. Last-minute act changes can affect catering, lighting and the sound check.
Build the programme backwards from the advertised finish time. Allow separate time for doors opening, food or snacks, introductions, each act, an interval and clearing the stage; do not rely on a schedule made only from performance lengths.
Close registrations before calculating catering quantities. Use the final guest list and recorded dietary requirements to decide how many portions, glasses, coffee cups and cake plates are needed, then shop with chilled storage available for fresh produce.
Test the complete sound system at the venue, not just the individual pieces. Connect the mixer, active speakers, wireless microphones, stands, laptop, audio cables and power strips, then test from the back row and keep spare extension capacity available.
Treat room setup as a timed sequence: collect the keys, ventilate the hall, place chairs and tables, build the stage, connect sound, set lighting, arrange the cloakroom and chill drinks. Put up directional signs and programme posters only after the main access routes are clear.

Frequently asked questions

How far in advance should I book a comedian for a cabaret evening?: Aim to confirm the comedian or acts at least 6 to 8 weeks before the event. This leaves time to prepare the programme, send invitations, collect registrations and resolve technical requirements.
How do I plan the running order for a cabaret evening?: Create the running order at least 2 weeks in advance and include arrival, doors opening, food, introductions, each act and the interval. Send the final schedule to every act several days before the event.
When should I calculate food and drink quantities?: Calculate quantities after registrations close and the final guest list is ready, normally 3 to 5 days before the evening. Include dietary requirements and allow chilled storage for fresh produce until setup.
How long before guests arrive should I set up the cabaret room?: Allow at least 3 hours for a full setup with stage elements, seating, sound, lighting, cloakroom and refreshments. Complete the equipment test before doors open, with the performers present if possible.

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