How to organise a comedy show without last-minute problems

Start by fixing the venue and comedian before you send invitations. Then work backwards from the show date: arrange catering, collect dietary requirements, process registrations and prepare the final guest list. On the day, allow time to open and check the venue, arrange seating, set up the buffet and test every part of the sound system. The microphone, speakers and stage area need attention before guests arrive, not during the opening 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
Reserve venue
2
Book a comedian
3
Make catering arrangements
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Create final guest list
8
Print program and times
9
Do the shopping
2 people
10
Test the equipment
2 people
11
Chill drinks
2 people

Event

12
Open venue
2 people
13
Check the Venue
2 people
14
Set up tables
3 people
15
Set up chairs
3 people
16
Clear the stage area
2 people
17
Set up sound system
2 people
18
Test microphone
2 people
19
Hang decorations
2 people
20
Set up the buffet
3 people
21
Prepare snacks
3 people
22
Set up registration desk
2 people
23
Receive the comedian
24
Welcome guests
3 people
25
Check attendance
2 people
26
Serve drinks
3 people
27
Serve snacks
3 people
28
Host the comedy show
2 people
29
Refill drinks
2 people
30
Serve coffee and tea
2 people
31
See off guests
2 people

Aftercare

32
Collect waste
3 people
33
Wash dishes
3 people
34
Clean the room
3 people
35
Take down the sound system
2 people
36
Put furniture back
3 people
37
Remove decorations
2 people
38
Return materials
2 people

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Coat racksqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 60
Coffee spoonsqty 60
Forksqty 60

Kitchen

Serving boardsqty 6
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 3
Thermos flasksqty 3
Bottle openersqty 3

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Microphone standsqty 2
Audio cablesqty 6
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 8

Decorations

Balloonsqty 50
Balloon pump
Buntingqty 6
Table décorqty 6
Name stickersqty 60

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Coolersqty 4
Ice cube traysqty 4
Groceries

Tips

Book the venue and comedian first, then send invitations with a clear registration deadline. Set the deadline at least 7 days before the show so you have time to create the final guest list and print the programme.
Plan the sound check before doors open. Test the wireless microphone, active speakers, mixer, audio cables and microphone stands together, and keep extension cords and power strips available for the final setup.
Allow at least 90 minutes for room setup on the day. This gives you time to arrange chairs and cocktail tables, clear the stage area, set up the buffet and fix problems before registration begins.
Chill drinks and prepare snacks before guests arrive, rather than while the comedian is being welcomed. Put water glasses, wine glasses, plates and serving utensils at the buffet so one person is not asked to find them during the show.
Keep registration separate from the entrance flow. Set up the desk, name stickers and final guest list before opening the venue, then assign one person to check attendance while another welcomes guests.

Frequently asked questions

How far in advance should I book a comedian for a comedy show?: Aim to book the comedian at least 6 to 8 weeks before the show, especially if you have a fixed date. Confirm the performance time, arrival time, technical requirements and payment terms in writing.
How long before a comedy show should guests arrive?: Open registration 30 to 45 minutes before the planned start time. This gives guests time to check in, get a drink and find a seat without delaying the performance.
How much time do you need to set up a comedy show?: Allow at least 90 minutes for a small show with prepared catering, and 2 to 3 hours if you are also arranging furniture, decorations and the full sound system. Finish the microphone and speaker test before doors open.
When should I collect dietary requirements for a comedy show?: Ask for dietary requirements when guests register and set a final response deadline 7 days before the event. Give the caterer the confirmed numbers and requirements as soon as registration closes.

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.