Improv theatre evening checklist

An improv theatre evening needs more than a list of games and a willing cast. You need a clear registration process, audience prompts, working microphones, safe cable runs and a play area that can be reset quickly. Use this checklist to work through the event in order, from recording the venue and sending invitations to retesting the sound and lighting before doors open. Build in time for dietary information, name badges, drinks and a player briefing, because these are easy to leave until the last hour.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record the venue
Reserve game night
Send invitations
2 people
Process registrations
Collect dietary requirements
Send confirmations
Calculate catering quantities
Test the equipment
2 people
Send player briefing
Select improv games
2 people
Prepare audience suggestions
2 people
Print the run sheet
Prepare name badges
Do the shopping
2 people
Collect equipment
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Clear the play area
3 people
Set up chairs
4 people
Set up tables
2 people
Set up the sound system
2 people
Set up lighting rig
2 people
Tape down cables securely
2 people
Retest the equipment
2 people
Set up the entrance
2 people
Set up the catering table
3 people
Prepare audience suggestions
Welcome the players
Have players change clothes
Warm up players
2 people

Event

Open the doors
2 people
Register visitors
2 people
Hand out name badges
Serve drinks
3 people
Collect audience suggestions
2 people
Deliver the welcome speech
Guide the first improv set
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Restock break buffet
2 people
Guide the second improv set
2 people
Guide audience interaction
2 people
Arrange evening break
3 people
Lead third improvisation set
2 people
Refill drinks
2 people
Announce the final
Lead the final
2 people
Give thank-you speech
See the audience out
2 people

Aftercare

Close out remaining catering
2 people
Collect tableware
3 people
Switch off equipment
2 people
Take down the sound system
2 people
Take down lighting set
2 people
Clear away chairs and tables
4 people
Sort waste
2 people
Clean the venue
4 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
Return equipment
2 people
Send thank-you messages

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Dressing room tablesqty 2
Coat racksqty 2
High tablesqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 4
Light standsqty 2

Tableware

Glassesqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 10

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Serving Spoons and Ladlesqty 8

Decorations

Tableclothsqty 8
Stage drapesqty 2
Name badgesqty 100
Pensqty 20
Suggestion cardsqty 200
Changing room hangersqty 20

Cleaning

Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a firm registration deadline at least 5–7 days before the event. Use the final numbers to calculate catering quantities and collect dietary requirements before you send confirmations.
Plan the technical test before the audience arrives, not during the opening. Check every wireless microphone, speaker, mixer connection and spotlight, then keep spare audio cables, extension cords and power strips accessible.
Allow at least 60 minutes for venue setup. Clear the play area first, then position chairs and tables, install lighting and sound, and tape every cable securely before the final equipment retest.
Prepare audience suggestions before doors open. Put pens and a simple way to submit prompts where people can reach them, and keep the suggestions together so the host can use them without interrupting the show.
Finish food and drink setup 30–45 minutes before the start. Chill drinks, arrange snacks and tableware, and keep coffee machines, kettles and thermos flasks away from the performance area to prevent spills and distractions.

Frequently asked questions

How far in advance should I organise an improv theatre evening?: Start 4–6 weeks ahead if you need to reserve a venue and invite players and guests. Finalise registrations, dietary requirements and catering quantities 5–7 days before the evening.
How long does it take to set up an improv theatre evening?: Allow at least 60 minutes for chairs, tables, lighting, sound, refreshments and signage. Add another 20–30 minutes if the equipment has not been tested at that venue before.
How many drinks should I provide for an improv theatre evening?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person for each additional hour. Add water and adjust the total after checking the confirmed guest count and dietary needs.
When should I test the sound and lighting for an improv show?: Complete a full test before guests arrive and retest immediately after the room is set up. Keep at least 15 minutes before doors open for fixing microphone levels, cable connections or spotlight positions.

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.