How to organise an improvisation night

An improvisation night works best when the performers, host and audience interaction are arranged before you start setting up the room. Secure the venue first, then confirm the improvisation players and host so you can build the programme around the people available. Registrations, dietary requirements and audience suggestions need deadlines, not last-minute requests. On the day, test microphones, lighting and the playing area before guests arrive, and keep the run sheet visible for the host and crew.

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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
Confirm improvisation players
3
Book host
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Compile program
2 people
8
Select game formats
2 people
9
Prepare audience suggestions
2 people
10
Send participant information
11
Develop the run sheet
12
Print attendance list
13
Make name badges
2 people
14
Print game cards
2 people
15
Print signage
16
Do the shopping
2 people
17
Arrange keys and access
18
Collect materials
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Check the venue
2 people
22
Set up tables and chairs
4 people
23
Set up the playing area
3 people
24
Hang up decorations
2 people
25
Set up lighting
2 people
26
Connect audio equipment
2 people
27
Test microphones
2 people
28
Lay out game cards
2 people
29
Set up welcome desk
2 people
30
Hold player briefing
3 people

Event

31
Welcome guests
3 people
32
Register attendance
2 people
33
Serve welcome drinks
2 people
34
Announce the opening
35
Facilitate improv games
4 people
36
Serve break drinks
2 people
37
Refill drinks
2 people
38
Refill snacks
2 people
39
Collect audience suggestions
2 people
40
Lead the final
4 people
41
Give a thank-you speech
42
See off guests
3 people

Aftercare

43
Dismantle materials
4 people
44
Wash dishes
3 people
45
Collect waste
2 people
46
Clean the venue
3 people
47
Store leftover stock
2 people
48
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Tall cocktail tablesqty 4
Coat racksqty 2
Waste binsqty 4

Tableware

Drinking glassesqty 70
Coffee cupsqty 35
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 35
Small bowlsqty 12
Serving traysqty 8

Equipment

Portable speaker
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Extension cordsqty 4
Power stripsqty 3
Kitchen timer
Whiteboard
Whiteboard markersqty 6
Changing room screenqty 2

Lighting

LED lightsqty 6
String lightsqty 3

Decorations

Welcome banner
Tableclothsqty 6
Name badgesqty 60
Tapeqty 4

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6
Thermos flasksqty 3
Serving tongsqty 4
Scissorsqty 2
Storage binsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Spongesqty 6

Catering

Groceries

Tips

Confirm the venue, players and host before publishing invitations. Set a registration deadline early enough to process names, dietary requirements and participant information before the programme is printed.
Choose the game formats before preparing audience suggestions and game cards. For each format, note who leads it, what materials are needed and how many minutes it should take.
Build the run sheet with exact start and finish times, including registration, breaks, food service and the changeover between games. Give the host a copy and keep another copy near the playing area.
Test the wireless microphones, portable speaker, laptop, extension cords and power strips before doors open. Leave at least 30 minutes for troubleshooting rather than discovering a missing cable during the first game.
Set up the room in two zones: a clear playing area with audience chairs facing it, and a separate arrival and refreshment area. Put out name badges, signage and the attendance list before guests begin registering.

Frequently asked questions

How far in advance should I plan an improvisation night?: Start at least 6 weeks before the event. Use the first 2 weeks to secure the venue, players and host, then allow time for invitations, registrations, programme planning and equipment checks.
How long should an improvisation night run?: Plan around 2 to 3 hours including one short break. A practical run sheet might include 90 minutes of games, a 15-minute break and 30 to 45 minutes for the opening, transitions and audience participation.
When should I close registrations for an improvisation night?: Close registrations 5 to 7 days before the event. That gives you time to print the attendance list and name badges, collect dietary requirements, prepare participant information and finalise the seating and refreshments.
How early should I arrive to set up an improvisation night?: Allow at least 2 hours before the doors open. Use the first hour for tables, chairs, the playing area and decorations, then reserve the final 30 to 45 minutes for microphones, lighting, signage and a complete run-through.

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