How to organise a cabaret evening from start to finish
A cabaret evening depends on timing: the performer, audience, room and technical setup all need to meet at the right moment. Start by confirming the programme and venue, then work backwards from the doors-open time for invitations, registrations, catering and equipment checks. Leave a quiet stage area, test every microphone and speaker before guests arrive, and assign someone to welcome the artist. This approach prevents common delays such as unfinished seating, warm drinks or a sound check happening after the audience is seated.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm date and location
- 2
Confirm the performer and program
- 3
Make reservations
- 4
Send invitations
2 people
- 5
Process registrations
- 6
Collect dietary requirements
- 7
Finalize visitor list
- 8
Print the program and run sheet
- 9
Do the shopping
2 people
- 10
Chill drinks
2 people
- 11
Check the venue
2 people
- 12
Set up tables and chairs
3 people
- 13
Clear the stage area
2 people
- 14
Build stage sections
3 people
- 15
Connect sound equipment
2 people
- 16
Test microphones
2 people
- 17
Test lighting
2 people
- 18
Hang up decorations
2 people
- 19
Set up bar and buffet
3 people
- 20
Set up the coffee corner
2 people
- 21
Prepare snacks
3 people
Event
- 22
Welcome the artist
- 23
Run the sound check
2 people
- 24
Instruct staff
- 25
Welcome visitors
3 people
- 26
Announce the program
- 27
Support the cabaret performance
2 people
- 28
Serve break drinks
3 people
- 29
Refill drinks
2 people
- 30
Refill snacks
2 people
- 31
Support the second performance
2 people
- 32
Handle farewell and thank-you speech
- 33
Wave goodbye to visitors
2 people
Aftercare
- 34
Turn off the sound equipment
2 people
- 35
Clear away food and drinks
3 people
- 36
Wash dishes
3 people
- 37
Collect waste
2 people
- 38
Clean the room
3 people
- 39
Dismantle stage and technical equipment
3 people
- 40
Put furniture back
3 people
- 41
Check materials
2 people
- 42
Return borrowed items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 4
- Stage steps
- Chairsqty 60
- Tablesqty 8
- Bar stoolsqty 4
- Clothing rack
Equipment
- Active speakersqty 2
- Mixer
- Wireless microphonesqty 2
- Microphone standsqty 2
- Audio cablesqty 6
- Extension cordsqty 6
- Power stripsqty 4
Lighting
- Stage spotlightsqty 4
- Mood lightingqty 4
- Light standsqty 2
Tableware
- Water glassesqty 70
- Wine glassesqty 50
- Coffee cupsqty 50
- Platesqty 70
- Forksqty 70
- Knivesqty 70
- Teaspoonsqty 50
Kitchen
- Coolersqty 3
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Serving boardsqty 6
- Scissorsqty 2
Decorations
- Tableclothsqty 8
- Stage backdrop
- Welcome sign
- Program standsqty 2
Cleaning
- Waste binsqty 4
- Broom and dustpanqty 2
- Mopsqty 2
Catering
- Groceries
Tips
- Confirm the performer, programme and arrival time before sending invitations. Ask for the final running order at least 7 days before the event so you can print the programme and brief the team.
- Close registrations several days before the evening and record dietary requirements in one list. Finalise the visitor count no later than 48 hours beforehand so seating, snacks and tableware match attendance.
- Work backwards from the advertised start time. Aim to finish stage construction, lighting and sound checks at least 60 minutes before doors open, leaving 30 minutes for unexpected technical problems.
- Keep the stage area clear of tables, coats and bags, and place the sound equipment where cables cannot cross visitor walkways. Test both wireless microphones, the mixer, speakers and lighting with the performer present.
- Prepare refreshments before welcoming guests: chill drinks, set out glasses and plates, and make the coffee area ready before doors open. Allocate one person to welcome visitors while another stays available for the artist and technical setup.
Frequently asked questions
- How far in advance should I organise a cabaret evening?
- Confirm the venue and performer at least 6 to 8 weeks in advance, especially if the programme depends on one specific artist. Send invitations once the date, location and start time are fixed.
- How long does it take to set up a cabaret evening?
- Allow at least 3 hours for stage sections, chairs, tables, decorations, bar or buffet setup, lighting and sound. Finish the technical setup 60 minutes before guests arrive and reserve 30 minutes for troubleshooting.
- When should I do the sound check for a cabaret evening?
- Do the full sound check after the stage, speakers, mixer and microphones are connected, ideally 60 to 90 minutes before doors open. Repeat a short microphone check immediately before the audience enters.
- How many drinks should I plan per guest for a cabaret evening?
- For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per additional hour. Add water and allow extra time for chilling if the drinks cannot be refrigerated in advance.
Start this plan in Lizzt
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