How to organise a cabaret evening without last-minute problems

A cabaret evening depends on more than booking a performer and putting out chairs. Start by securing the venue and act, then build the schedule around arrival, food, performance and clear-up times. Technical details need attention early: confirm the microphone, mixer, speaker, lighting and changing-room requirements before invitations go out. In the final week, lock the guest list and catering quantities; on the day itself, leave at least two hours for room and sound setup.

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

1
Reserve venue
2
Book cabaret performers
3
Set the schedule and times
2 people
4
Gather technical requirements
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Order catering
10
Check supplies
2 people
11
Send route and parking tip
12
Create final guest list
13
Confirm catering quantities
14
Check the shopping list
15
Do the shopping
2 people
16
Pick up venue keys
17
Check the Venue
2 people
18
Set up tables and chairs
4 people
19
Clear the stage area
2 people
20
Set up sound equipment
2 people
21
Test microphone
2 people
22
Hang lighting
2 people
23
Hang decorations
2 people
24
Chill drinks
2 people
25
Set up buffet tables
2 people
26
Prepare snacks
3 people
27
Set out coffee and tea

Event

28
Welcome performers
2 people
29
Assist performers
30
Staff the entrance and reception
2 people
31
Escort guests to their seats
2 people
32
Serve snacks
2 people
33
Announce the cabaret program
34
Monitor sound level
35
Refill drinks
2 people
36
Announce break
37
Serve coffee and tea
2 people
38
See guests off
2 people

Aftercare

39
Collect lost and found items
40
Store leftovers safely
2 people
41
Collect waste
3 people
42
Wash dishes
3 people
43
Dismantle audio equipment
2 people
44
Put furniture back
4 people
45
Remove decorations
2 people
46
Clean the room
3 people
47
Check toilets
48
Return materials
2 people
49
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 55
Tablesqty 8
Buffet tablesqty 3
Changing room rack
Coat rackqty 2

Tableware

Glassesqty 70
Coffee cupsqty 55
Platesqty 70
Cutlery setsqty 60
Serving plattersqty 10
Serving utensilsqty 8

Equipment

Wireless microphoneqty 2
Active speakerqty 2
Microphone standqty 2
Mixer
Laptop
Music playlist
Cool boxqty 3
Coffee maker
Kettleqty 2

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Extension cordsqty 6

Decorations

Tableclothsqty 8
Decorative clothsqty 4
Welcome sign
Directional signsqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Book the performer and venue before sending invitations, then confirm the act’s technical rider in writing. Ask about microphone type, speaker placement, changing-room needs and arrival time at least four weeks ahead.
Set the running order with exact times for doors, food, the cabaret set and the finish. Leave a 15-minute buffer before the performance so late arrivals do not interrupt the opening.
Process registrations with a firm reply deadline, ideally 10 to 14 days before the event. Ask for dietary requirements at the same time, then use the final guest list to confirm catering quantities.
Test the sound system before guests arrive, not during the first act. Allow 45 minutes to connect the mixer, wireless microphone, active speaker and laptop, and keep extension cords away from walking routes.
Prepare the venue in stages: collect the keys, check the room, arrange tables and chairs, clear the stage, hang lighting and set up the buffet. Chill drinks for at least four hours and put up route and directional signs before doors open.

Frequently asked questions

How far in advance should I book a cabaret performer?: Aim to book the performer at least 6 to 8 weeks before the evening. This gives you time to confirm availability, fees separately, technical requirements and the act’s arrival and performance times before invitations are sent.
How long does it take to set up a cabaret evening?: Allow about 2 to 3 hours for the room, buffet, decorations, lighting and sound system. Schedule a separate 45-minute microphone and speaker test, and finish setup at least 30 minutes before guests arrive.
When should I confirm catering numbers for a cabaret evening?: Set the registration deadline 10 to 14 days before the event and confirm catering quantities immediately afterwards. Keep a written record of dietary requirements so the caterer and serving team have the same information.
How many drinks do I need for a cabaret evening?: For the first hour, plan on 2 to 3 drinks per guest, then about 1 drink per person per hour. Add coffee, tea and water, and chill the drinks at least 4 hours before guests arrive.

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.