How to organise a cabaret festival

A cabaret festival needs more than a line-up and a stage. Start by fixing the date, programme and venue, then confirm performers and their technical requirements before you publish anything. Work backwards from the show date for permits, insurance, promotion, registrations and catering. In the final week, the run sheet, floor plan, accessibility checks and volunteer assignments keep the event moving from doors open to the last act.

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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
Set the date and program
2 people
2
Reserve venue
3
Book performers
2 people
4
Gather technical requirements
2 people
5
Check permits
6
Check insurance
7
Set budget and admission price
2 people
8
Publish the program online
9
Send invitations
2 people
10
Post promotion on social media
11
Distribute posters
3 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Order catering
15
Reserve technical equipment and materials
16
Arrange catering delivery
17
Send performer information
18
Create run sheet and floor plan
2 people
19
Recruit volunteers
2 people
20
Assign volunteers
2 people
21
Check accessibility
2 people
22
Check emergency exits
2 people
23
Publish parking information
24
Print the visitor list
25
Prepare name badges
2 people
26
Print the program booklets
27
Check the purchase list
2 people
28
Do the shopping
3 people
29
Chill drinks
2 people
30
Prepare snacks
4 people
31
Prepare catering portions
3 people
32
Bring materials to the venue
4 people
33
Open venue
2 people
34
Set up the stage and performance area
4 people
35
Connect sound equipment
3 people
36
Set up lighting equipment
2 people
37
Test microphones
2 people
38
Set up audience seating
4 people
39
Set up tables for reception
2 people
40
Set up bar and buffet
4 people
41
Hang up decorations
3 people
42
Place route and price signs
2 people
43
Set up the cloakroom
2 people
44
Check toilets
2 people
45
Prepare first aid supplies
46
Test the cash register and card terminal
2 people
47
Give volunteer briefing
3 people
48
Welcome performers
2 people
49
Set up artist dressing rooms
2 people
50
Run the sound check
3 people
51
Conduct final safety check
2 people

Event

52
Open the doors
4 people
53
Check in visitors
4 people
54
Manage the cloakroom
2 people
55
Serve welcome drinks
3 people
56
Deliver the opening presentation
2 people
57
Guide the first cabaret block
3 people
58
Refill drinks
3 people
59
Serve snacks
4 people
60
Announce break
61
Restock the buffet
3 people
62
Coordinate the second cabaret block
3 people
63
Collect audience questions
64
Announce evening program
65
Host the third comedy block
3 people
66
Serve coffee and tea
3 people
67
Lead the final
3 people
68
Thank the performers
2 people
69
Announce the closing
70
Guide visitors to the exit
3 people
71
Handle coat check returns
2 people

Aftercare

72
Close the register
2 people
73
Chill leftover catering
2 people
74
Collect waste
4 people
75
Wash dishes
3 people
76
Clean the bar and buffet
3 people
77
Clear away chairs and tables
4 people
78
Remove decorations
3 people
79
Dismantle lights and sound
3 people
80
Tear down stage
4 people
81
Clean the venue
4 people
82
Return materials
3 people
83
Return borrowed items
2 people
84
Take waste to the collection point
2 people
85
Process artist payments
86
Send visitor thank-you gifts

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Music standsqty 2
Audience chairsqty 160
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 4
Clothes hangersqty 180
Buffet tablesqty 4
Dressing room tablesqty 2

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 180
Coffee spoonsqty 100
Serving utensilsqty 20
Serving plattersqty 20
Carafesqty 20

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
DI boxqty 2
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Cash register
Payment terminalqty 2
Cash box
Walkie-talkiesqty 6
Timer

Lighting

LED spotlightsqty 8
Stage lightsqty 4
Mood lightingqty 6
Light standsqty 4

Decorations

Backdrop cloth
Festival Flagsqty 12
Balloon archesqty 2
Tableclothsqty 16
Flower arrangementsqty 8
Program standsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 12
Bottle openersqty 4
Ice cube traysqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Safety

First aid kit
Fire extinguishersqty 2
Bollardsqty 8
Emergency lightsqty 4

Registration

Name badgesqty 180
Wristbandsqty 180
Program leafletsqty 180
Clipboardsqty 4
Pensqty 20
Cash float

Catering

Groceries

Tips

Confirm each performer’s technical requirements before booking equipment. Ask about microphones, stands, speakers, mixer inputs, DI boxes, laptop connections and stage lighting, then allow time for a sound check.
Build the programme around realistic changeover times. Add at least 10 to 15 minutes between acts if microphones, music stands or stage sections need to be moved, and put every cue in the run sheet.
Do not leave visitor administration until the doors open. Close registrations at a stated time, collect dietary requirements before ordering catering, and print the visitor list and name badges at least one day in advance.
Check the room as a working theatre, not just as a seating area. Place audience chairs, coat racks, bar or buffet tables and dressing-room furniture on the floor plan, then check exits, cable routes and step-free access before setup day.
Give performers and volunteers one clear information pack. Send arrival times, parking details, dressing-room arrangements, programme order and contact details at least 3 to 5 days before the festival.

Frequently asked questions

How far in advance should I organise a cabaret festival?: Start at least 3 to 6 months ahead. Use the first month to secure the date, venue and performers; then allow 6 to 8 weeks for promotion, registrations, equipment and catering.
When should I book cabaret performers?: Book performers as soon as the date and venue are secure, preferably 3 to 6 months before the festival. Request their technical requirements at the same time so equipment and stage planning are based on confirmed information.
How much time should I allow between cabaret acts?: Plan 10 to 15 minutes between acts for a normal changeover, and 20 to 30 minutes if stage sections, music stands or several microphones must be moved. Include a longer interval for catering and audience movement.
When should I finalise catering for a cabaret festival?: Set a dietary-requirements deadline 7 to 10 days before the event and place the final catering order after that deadline. Confirm the delivery time at least 48 hours in advance so tables, serving utensils, glasses and plates are ready 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.