How to organize an improvisation night

An improvisation night works best when the players, presenter, room and audience all follow the same plan. Start by booking the room and inviting players, then confirm registrations, dietary requirements and game formats before building the schedule. On the day, leave time to collect the keys, clear the floor, arrange the playing area and test every microphone and cable. Small details such as route signs, name badges, printed lists and enough reusable glasses are easy to forget until guests arrive.

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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 the room
2
Invite players
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Organize the schedule
2 people
7
Select game formats
2 people
8
Brief the presenter
2 people
9
Inform the players
10
Plan the room layout
2 people
11
Create a shopping list
12
Make route signs
13
Print the artist list
14
Print audience list
15
Check materials
2 people
16
Do the shopping
2 people
17
Sort drinks
2 people
18
Check the snacks
2 people

Event

19
Pick up keys
20
Open hall
2 people
21
Clear the floor
3 people
22
Set up chairs
3 people
23
Set up tables
2 people
24
Mark the playing area
2 people
25
Set up equipment
2 people
26
Set up the lighting
2 people
27
Set up the cloakroom
28
Set up the bar
2 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Lay out name badges
32
Test the equipment
2 people
33
Welcome the players
2 people
34
Welcome the audience
3 people
35
Explain the program
36
Guide players
2 people
37
Present
38
Refill drinks
2 people
39
Refill snacks
2 people
40
Announce break
41
Collect audience questions
42
Announce the closing

Aftercare

43
See the audience out
2 people
44
Switch off equipment
2 people
45
Collect waste
3 people
46
Wash dishes
2 people
47
Clean the bar
2 people
48
Clean the room
3 people
49
Stack chairs
3 people
50
Put the tables back
2 people
51
Pack up materials
2 people
52
Return borrowed items
53
Lock the doors

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
High tablesqty 3
Coat rack
Clothes hangersqty 60

Equipment

Wireless microphonesqty 2
Portable Sound System
Microphone standsqty 2
Mixer
Extension cordsqty 3
Power stripsqty 6

Lighting

LED lightsqty 4

Tableware

Reusable glassesqty 80
Mugsqty 40
Platesqty 60
Cutlery setsqty 60
Serving traysqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 3
Kettlesqty 2
Cutting boardsqty 2
Kitchen knivesqty 3
Serving spoonsqty 3

Decorations

Directional signsqty 6
Name badgesqty 70
Colorful stage backdropqty 2
Masking tapeqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the running order before briefing the presenter. Include the game formats, player lineup, breaks and approximate timings so the presenter can keep the night moving without stopping to make decisions.
Confirm player information at least 7 days before the event. Use the final registration list to check names, dietary requirements and who is actually taking part before printing artist and audience lists.
Design the room around the playing area, not the tables. Clear the floor first, mark the performance space with masking tape, then place chairs where the audience has an unobstructed view and keep routes to the coat rack and exits open.
Test the sound setup before doors open. Connect the mixer, portable sound system, wireless microphones, microphone stands, extension cords and power strips, then check each microphone from the playing area rather than only beside the equipment.
Buy and sort refreshments after confirming attendance. Chill drinks in coolers, prepare snacks and serving items, and allow time to fill thermos flasks or set up kettles; provide waste bins where guests can see them instead of adding cleanup later.

Frequently asked questions

How far in advance should I plan an improvisation night?: Book the room and invite players at least 4 to 6 weeks ahead. Confirm registrations, dietary requirements and the final schedule during the last 7 days, when you can also print lists and signs.
How long should an improvisation night last?: Allow about 2 to 3 hours for the programme, including at least one short break. Add 60 to 90 minutes before doors open for room setup, equipment testing and refreshments.
How many players do I need for an improvisation night?: Plan around 8 to 12 players for a varied evening, depending on the game formats and number of teams. Finalise the lineup at least 7 days beforehand so the presenter can adjust the schedule.
What should I check before guests arrive at an improvisation night?: Use the final 30 minutes for a practical check: confirm the playing area, chairs, route signs, name badges, printed lists, microphones, lights, drinks, snacks and waste bins. Test every microphone and keep spare extension cords and power strips accessible.

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.