How to organise a cabaret show from booking to curtain call

A cabaret show needs more than a performer and a room. Start by booking the comedian and venue, then lock in performance times before sending invitations. Technical requirements, seating, catering and equipment testing need to be coordinated around the show schedule. This approach helps you avoid the common last-minute problems: missing microphones, an untested sound system, incomplete dietary information or a guest list that no longer matches the seats available.

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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
Book a comedian
2
Reserve venue
3
Set performance times
2 people
4
Request technical requirements
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Calculate catering quantities
10
Check equipment
2 people
11
Design program booklet
12
Print program booklets
13
Update visitor list
14
Send reminder
15
Check the shopping list
16
Do the shopping
2 people
17
Buy fresh products
18
Inspect the space
2 people
19
Build stage sections
3 people
20
Set up the sound system
2 people
21
Connect microphones
2 people
22
Set up lighting
2 people
23
Test the equipment
2 people
24
Set up chairs
3 people
25
Set up tables for reception
2 people
26
Hang decorations
2 people
27
Putting up the program and signage
2 people
28
Chill drinks
2 people
29
Set up coffee station
2 people
30
Prepare snacks
3 people
31
Set up artist room
2 people

Event

32
Welcome the artist
33
Brief the performer on technical details
2 people
34
Open the doors
2 people
35
Register visitors
2 people
36
Hand out program booklets
37
Serve coffee and tea
2 people
38
Serve snacks
2 people
39
Escort audience to the hall
2 people
40
Announce the performance
41
Operate lighting and sound
2 people
42
Serve break drinks
3 people
43
Refill drinks
2 people
44
Guide visitors to the exit
2 people
45
See the artist off

Aftercare

46
Collect tableware
3 people
47
Chill leftover catering
2 people
48
Switch off equipment
2 people
49
Dismantle equipment
3 people
50
Dismantle stage sections
3 people
51
Clear away chairs and tables
3 people
52
Collect waste
2 people
53
Wash dishes
2 people
54
Clean the room
3 people
55
Lock up the venue
56
Return borrowed items
2 people
57
Clear remaining stock
58
Collect expenses

What to bring

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

Furniture

Chairsqty 85
Cocktail tablesqty 6
Buffet tablesqty 4
Artist bench
Clothing rack

Equipment

Stage sectionsqty 6
Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
DI box
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
Light standsqty 2
Stage lightingqty 2

Decorations

Backdrop cloth
Decorative plantsqty 4
Directional signsqty 6

Tableware

Glassesqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Thermos flasksqty 4
Ice cube traysqty 4

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Ask the comedian for technical requirements as soon as the booking is confirmed. Confirm the number and type of microphones, stage layout, lighting needs and connection points before arranging equipment.
Set the performance and arrival times before drafting invitations. Include a clear registration deadline, then allow at least 3 days to process registrations and collect dietary requirements before finalising catering.
Plan the room in two zones: seated audience space and a reception area with cocktail or buffet tables. Check the chair count against the updated visitor list rather than relying on the original invitation total.
Complete the sound and lighting setup before guests arrive. Connect the mixer, active speakers, microphones, DI box and cables, then run a full equipment test with the performer or a stand-in voice.
Buy fresh products last and keep drinks chilled with coolers and ice. Prepare coffee machines, kettles, glasses, cups, plates and cutlery before doors open so the reception does not compete with the stage setup.

Frequently asked questions

How far in advance should I book a comedian for a cabaret show?: Contact comedians and reserve the venue as early as possible, preferably several months before the planned show. Popular performers and suitable rooms may have limited availability, so confirm both before publishing invitations.
When should I send invitations for a cabaret show?: Send invitations after the performer, venue and performance times are confirmed. Set the registration deadline at least 7 days before the show so you have time to update the visitor list, collect dietary requirements and calculate catering quantities.
How long before a cabaret show should I test the sound system?: Finish connecting the sound system and test every microphone, speaker, cable and power connection at least 2 hours before guests arrive. Leave extra time to adjust microphone levels and lighting without an audience in the room.
How many chairs do I need for a cabaret show?: Prepare one chair per confirmed visitor, plus a small buffer of around 5% if the room allows it. Use the updated visitor list rather than the number of invitations sent, and keep walkways clear around the stage and exits.

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.