How to organise a cabaret evening

Start by fixing the date, programme and venue before inviting anyone. Then secure the comedians, confirm their technical requirements and build the budget around the actual number of seats, catering and equipment needed. A cabaret evening depends on timing: guests should be seated before the first act, microphones must be tested early, and food and drinks should not interrupt the performance. Close registrations in time to prepare the room, dietary requests and the final running sheet.

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
Set the date and program
2 people
2
Contract Comedians
2 people
3
Reserve venue
4
Reserve audio equipment
5
Check permits
6
Check insurance
7
Set the budget
2 people
8
Design invitations
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Book catering
13
Assign volunteers
2 people
14
Develop the run sheet
2 people
15
Coordinate technical requirements
2 people
16
Communicate route and parking
17
Close visitor list
18
Do the shopping
2 people
19
Check the venue and keys
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Prepare the registration list

Event

23
Open venue
2 people
24
Set up the stage and performance area
4 people
25
Set up chairs and tables
4 people
26
Connect sound equipment
2 people
27
Test microphones
2 people
28
Set up lighting
2 people
29
Hang decorations
3 people
30
Set up the buffet and bar
3 people
31
Set out snacks
2 people
32
Set up the entrance and coat check
2 people
33
Welcome performers
2 people
34
Review the program and cues
3 people
35
Welcome the audience
4 people
36
Staff entrance and coat check
2 people
37
Serve drinks and snacks
3 people
38
Support the cabaret program
2 people
39
Refill drinks
2 people
40
Restock break buffet
2 people
41
Guide the audience to the exit
2 people
42
See off the artists

Aftercare

43
Turn off the sound equipment
2 people
44
Collect waste
3 people
45
Collect tableware and glasses
3 people
46
Clean the bar and buffet
3 people
47
Clear away chairs and tables
4 people
48
Sweep and mop the venue
3 people
49
Dismantle equipment
2 people
50
Remove decorations
2 people
51
Collect lost and found items
52
Lock up the venue
2 people
53
Return rental items
2 people
54
Store leftover stock
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 90
Tablesqty 10
Coat racksqty 2
Foldable tablesqty 3

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI box
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4

Tableware

Drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cubesqty 6
Tongs and serving spoonsqty 8

Decorations

Tableclothsqty 10
Backdrop cloth
Stage curtainsqty 2
Menusqty 10
Program leafletsqty 100

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the programme and performer contracts before sending invitations. Include set lengths, arrival times, breaks and payment terms so the running sheet is based on firm information.
Book and test the sound system at least one day before the event where possible. Check every wireless microphone, speaker, cable, DI box and power connection; a soundcheck 90 minutes before doors open is a practical minimum.
Close the guest list 2–3 days before the evening. Use the final number to arrange chairs, tables, catering, dietary requirements, glasses and enough space for the stage and audience routes.
Keep the food service outside the acts. Put snacks and drinks out before the show and during a planned interval, rather than relying on volunteers to serve while a comedian is performing.
Prepare the venue in a fixed order on the day: check keys and access, build the stage, place chairs and tables, set lighting, prepare registration, chill drinks and run the soundcheck. Keep the final 30 minutes before opening free for faults and late deliveries.

Frequently asked questions

How far in advance should I book comedians for a cabaret evening?: Aim to confirm performers at least 8–12 weeks before the event. This gives you time to fix the programme, agree technical needs, design invitations and sell or process registrations without changing the advertised line-up.
How many chairs do I need for a cabaret evening?: Set out one chair per confirmed guest, plus 5–10% spare capacity if the venue allows it. Finalise the layout 2–3 days before the event, after registrations close, so you can keep clear sightlines to the stage and access routes.
When should the soundcheck happen before a cabaret show?: Schedule the soundcheck at least 90 minutes before doors open, with all performers or their audio requirements available. Test microphones, speaker levels, cables and lighting before guests arrive, then leave time for a second check after the room is seated.
How early should guests arrive for a cabaret evening?: Open registration 30–45 minutes before the first act. That window allows guests to check in, collect drinks, find seats and settle before the performance starts without delaying the running order.

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.