How to organise a cabaret evening

A cabaret evening works best when the programme, room layout and technical setup are planned together. Start by securing the room and comedian, then build the running order around guest arrival, food, the performance and the finish. Allow time for registrations and dietary requirements before ordering catering. On the day, test microphones, speakers and lighting before guests arrive, and keep the entrance, cloakroom and coffee station easy to find.

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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 the room
2
Book a comedian
3
Compile program
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm registrations
8
Order catering
9
Test the equipment
2 people
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Prepare snacks
3 people
13
Mark the room layout
14
Lay out the stage plan

Event

15
Open venue
2 people
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set up the stage
3 people
19
Connect sound equipment
2 people
20
Set up lighting
2 people
21
Hang up decorations
2 people
22
Set up the buffet
3 people
23
Set up coffee station
2 people
24
Set up the cloakroom
25
Set up the entrance and direction sign
26
Welcome the artist
27
Check the microphones
2 people
28
Welcome visitors
3 people
29
Serve coffee and tea
2 people
30
Announce the program
31
Refill drinks
2 people
32
Serve break snacks
3 people
33
Guide visitors
2 people
34
See the artist off
35
See guests out
2 people

Aftercare

36
Tear down audio equipment
2 people
37
Dismantle the stage and decor
3 people
38
Collect tableware
3 people
39
Wash dishes
2 people
40
Collect waste
2 people
41
Clean the room
3 people
42
Check materials
2 people
43
Return borrowed items
2 people
44
Store leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet folding tableqty 3
Coat rackqty 2
Stoolsqty 4

Equipment

Stage sectionsqty 6
Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Audio cablesqty 6
Extension cordsqty 3
Power stripsqty 6

Lighting

Stage spotlightsqty 4
Atmosphere lightsqty 8
Light standsqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Pastry forksqty 80
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 10
Pliersqty 6
Cutting boardsqty 2
Knivesqty 4

Decorations

Tableclothsqty 8
Stage curtainsqty 2
Flower arrangementsqty 6
Menusqty 8
Program leafletsqty 70
Name badgesqty 70
Tapeqty 4
Directional signsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Include the arrival time, food service, performance start and expected finish, leaving at least 15 minutes between guest arrival and the first act.
Confirm registrations several days before the event and use the final headcount to order catering. Ask for dietary requirements during registration rather than trying to collect them at the door.
Test the full sound setup before the room opens, including both wireless microphones, the mixer, cables and power strips. A microphone check with the comedian is more useful than testing speakers alone.
Mark the seating and stage layout on the floor before setting up tables and chairs. Keep a clear route from the entrance to the seats, buffet and cloakroom, and leave space for microphone stands and performers.
Prepare drinks and coffee before doors open, but keep chilled drinks in coolers until needed. Set out separate serving areas for buffet food, coffee and snacks so queues do not block the entrance.

Frequently asked questions

How far in advance should I book a comedian for a cabaret evening?: Book the comedian as soon as the room and date are confirmed, ideally at least 8 to 12 weeks ahead. This also gives you time to agree the programme, technical requirements and arrival time.
When should I send invitations for a cabaret evening?: Send invitations around 4 to 6 weeks before the event, with a clear registration deadline. Confirm the final guest list several days before ordering catering and arranging the seating.
How early should I arrive to set up a cabaret evening?: Allow at least 3 hours before guests arrive for room setup, stage assembly, sound and lighting checks, catering and signage. Add extra time if the stage sections or audio equipment are unfamiliar.
How many microphones are needed for a cabaret evening?: Plan on one working microphone for the comedian and keep a second wireless microphone available if the programme includes a host or audience interaction. Test both microphones through the mixer before doors open.

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.