How to organise a cabaret show from first booking to final curtain

A cabaret show depends on more than booking a performer and putting out chairs. Start by securing the date and venue, then lock in the artist, running time, technical setup and budget before opening ticket sales. During the final week, confirm reservations, dietary requirements and equipment, and print the visitor list and run sheet. On the day, leave enough time to clear and light the stage, test the microphone and speakers, arrange seating, chill drinks and prepare the refreshments.

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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 venue
2
Hire performer
3
Set performance times
2 people
4
Gather technical requirements
5
Compile program
2 people
6
Prepare the budget
7
Open ticket sales
8
Send invitations
2 people
9
Publish promotional text
10
Hang posters
2 people
11
Process registrations
12
Collect dietary requirements
13
Confirm reservations
14
Order catering
15
Check equipment
2 people
16
Confirm artist information
17
Print the run sheet
18
Print the visitor list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Mark the room layout
2 people
23
Set up tables
3 people
24
Set up chairs
4 people
25
Clear the stage area
2 people
26
Set up the decor
2 people
27
Connect the microphone
2 people
28
Set up sound system
2 people
29
Set lighting scenes
2 people
30
Conduct technical rehearsal
3 people
31
Set up the artists' lounge
32
Set up the catering buffet
3 people
33
Set out dishes and glasses
2 people
34
Check toilets
35
Set up the registration desk
2 people
36
Set up signage
2 people
37
Check the public area
2 people
38
Hold team briefing
6 people

Event

39
Open the doors
3 people
40
Welcome visitors
3 people
41
Check tickets
2 people
42
Manage the cloakroom
2 people
43
Serve coffee and tea
2 people
44
Serve snacks
2 people
45
Refill drinks
2 people
46
Announce the performance
47
Operate lighting and sound
2 people
48
Announce break
49
Provide break catering
3 people
50
Guide the audience back to the hall
2 people
51
Escort the performer afterward
52
See the audience out
3 people
53
Handle the cloakroom
2 people
54
Store leftovers safely
2 people

Aftercare

55
Switch off equipment
2 people
56
Take down the décor
2 people
57
Clear away chairs
4 people
58
Clear tables
3 people
59
Wash dishes
3 people
60
Collect waste
2 people
61
Clean the room
3 people
62
Clean the restrooms
2 people
63
Pack up sound equipment
2 people
64
Secure lost property
65
Lock up the venue
2 people
66
Return materials
2 people
67
Clean up leftovers
2 people
68
Archiving the visitor list
69
Store photo and video material
70
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Bistro tablesqty 8
Table linenqty 8
Coat racksqty 2
Clothes hangersqty 100
Performer chairqty 2

Equipment

Wireless microphoneqty 2
Microphone stand
Speakersqty 2
Audio mixer
DI box
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 3

Lighting

LED spotlightsqty 4
Light standsqty 2
Spare batteriesqty 12

Decorations

Stage curtainsqty 2
Flower arrangementsqty 3
Welcome sign
Directional signsqty 6

Tableware

Water glassesqty 100
Coffee cupsqty 80
Tea glassesqty 40
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6
Cutting boardsqty 2
Bread knivesqty 2
Waste binsqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Paperwork

Printed admission ticketsqty 100
Program leafletsqty 100
Visitor listqty 2
Run sheetsqty 8
Name badgesqty 15
Pensqty 12
Clipboardsqty 4
Wristbandsqty 100

Safety

Flashlightsqty 3
Cable matsqty 6
Non-slip matsqty 4

Tips

Book the performer and venue before promoting the show, then confirm the performance times in writing. Allow at least 30 minutes between doors opening and the first act so guests can arrive, find their seats and order refreshments.
Get the performer’s technical requirements early rather than assuming a wireless microphone and speakers will be enough. Confirm inputs, the audio mixer, DI box, lighting positions and available power, then test every connection before guests arrive.
Open ticket sales only after the programme, capacity and seating layout are fixed. Close registrations with enough time to process dietary requirements, confirm reservations and print an accurate visitor list.
Plan the room backwards from the start time: clear the stage area first, mark the layout, then set up chairs, bistro tables, coat racks and signs. Keep extension cords and power strips away from walkways and secure them with gaffer tape.
Prepare the hospitality separately from the performance setup. Chill drinks before doors open, count cups, glasses, plates and pastry forks, and keep coffee machines, kettles and thermos flasks ready so serving refreshments does not interrupt the show.

Frequently asked questions

How far in advance should I book a cabaret performer?: Aim to book the performer and venue at least 8 to 12 weeks before the show. That leaves time to confirm technical requirements, compile the programme, set the budget and promote ticket sales without rushing.
How much time should I allow for setting up a cabaret show?: Allow at least 3 hours for room setup, stage clearance, lighting, sound checks, seating and refreshments. Schedule a separate microphone and speaker test no later than 60 minutes before doors open.
When should I close registrations for a cabaret show?: Close registrations 2 to 3 days before the performance if catering is involved. Use that deadline to collect dietary requirements, confirm reservations, order the right amount of food and print the visitor list.
What technical equipment does a cabaret show need?: A basic setup usually includes a microphone, microphone stand, speakers and an audio mixer; some performers also need a DI box. Confirm the exact input list at least 2 weeks ahead and keep spare batteries, extension cords and power strips available.

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.