How to organise a cabaret evening without last-minute chaos

A cabaret evening depends on timing: artists need a confirmed programme, guests need clear arrival information, and the room must be ready for both dining and performance. Start by fixing the date, location, budget and artists before sending invitations. Then manage registrations, dietary requirements and catering while checking every technical need. In the final week, turn the programme into a minute-by-minute run sheet and brief everyone who has a role on the night.

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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 date and location
2 people
2
Book artists
2 people
3
Set budget and entry fee
2 people
4
Draft invitations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Book catering
9
Reserve equipment
10
Compile program
2 people
11
Gather artist information
12
Develop the run sheet
2 people
13
Assign volunteers
2 people
14
Check technical requirements
2 people
15
Share the route and parking details
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Check stock and materials
2 people
19
Prepare snacks
3 people
20
Send artist briefing

Event

21
Set out the room layout
3 people
22
Set up tables and chairs
4 people
23
Clear the stage area
2 people
24
Hang up decorations
2 people
25
Set up lights and sound
3 people
26
Test microphones
2 people
27
Test music and cues
2 people
28
Set up catering
3 people
29
Chill drinks
2 people
30
Set up the artist dressing room
31
Welcome performers
2 people
32
Run the sound check
3 people
33
Open the entrance and cloakroom
3 people
34
Welcome visitors
3 people
35
Serve snacks
2 people
36
Support the cabaret program
2 people
37
Refill drinks
2 people
38
Provide break service
3 people
39
Let visitors out
2 people

Aftercare

40
Dismantle equipment
3 people
41
Collect waste
3 people
42
Wash dishes
3 people
43
Clean the room
3 people
44
Put furniture back
3 people
45
Store leftover stock
2 people
46
Return borrowed materials
2 people
47
Register lost and found items

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 2
Clothes hangersqty 100

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Audio cablesqty 8
Laptop
DI box
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage spotlightsqty 4
Mood lightingqty 4
Light standsqty 2

Decorations

Backdrop cloth
Tableclothsqty 12
Program postersqty 6
Welcome sign
Directional signsqty 8

Tableware

Water glassesqty 100
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Pouring jugsqty 6
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 2

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Glovesqty 6

Catering

Groceries

Tips

Book the artists before opening registrations, then collect their technical requirements in writing. Confirm microphone, mixer, speaker, laptop, DI box and power needs no later than two weeks before the event.
Close registrations early enough to order catering accurately. Set a clear deadline for dietary requirements—seven days before the evening gives you time to adjust quantities and serving arrangements.
Build the run sheet around arrival, food service, introductions, performances and breaks. Send the artists their running order and arrival instructions at least three days ahead, including parking and the route to the venue.
Allow at least 90 minutes for room and technical setup. Arrange chairs, tables, bar stools and coat racks first, then clear the stage area before placing lights, microphones, stands and cables.
Do a full sound and lighting check before guests arrive, not during the first act. Test both wireless microphones, speakers, the mixer, stage spotlights and any laptop connection, and keep extension cords and power strips secured out of walkways.

Frequently asked questions

How far in advance should I book artists for a cabaret evening?: Aim to book the artists at least 8 to 12 weeks before the event. This leaves time to confirm availability, gather technical requirements and build the programme before invitations go out.
When should I send invitations for a cabaret evening?: Send invitations 4 to 6 weeks before the evening, with a registration deadline about 10 days before it. Use the registration list to confirm seating, catering quantities and dietary requirements.
How much setup time does a cabaret evening need?: Plan for at least 90 minutes of room setup and a further 30 minutes for sound and lighting checks. If the venue or equipment is unfamiliar, allow two to three hours from arrival to guest entry.
When should I prepare the cabaret evening run sheet?: Draft the run sheet at least one week before the event and finalise it 2 to 3 days beforehand. Share the final version with artists, volunteers, catering staff and anyone handling sound or lighting.

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.