Improvisation night checklist

An improvisation night needs more than players and a few game ideas. You need a room that supports quick scene changes, clear communication about registrations and dietary requirements, and reliable sound equipment before the audience arrives. This checklist takes you from booking the hall to opening the doors, with the setup details that are easy to leave until the last minute. Use it to keep the running order, room layout, supplies, and closing tasks under control.

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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

Reserve the room
Invite players
Send invitations
Process registrations
Collect dietary requirements
Organize the schedule
2 people
Select game formats
2 people
Brief the presenter
2 people
Inform the players
Plan the room layout
2 people
Create a shopping list
Make route signs
Print the artist list
Print audience list
Check materials
2 people
Do the shopping
2 people
Sort drinks
2 people
Check the snacks
2 people

Event

Pick up keys
Open hall
2 people
Clear the floor
3 people
Set up chairs
3 people
Set up tables
2 people
Mark the playing area
2 people
Set up equipment
2 people
Set up the lighting
2 people
Set up the cloakroom
Set up the bar
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out name badges
Test the equipment
2 people
Welcome the players
2 people
Welcome the audience
3 people
Explain the program
Guide players
2 people
Present
Refill drinks
2 people
Refill snacks
2 people
Announce break
Collect audience questions
Announce the closing

Aftercare

See the audience out
2 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the bar
2 people
Clean the room
3 people
Stack chairs
3 people
Put the tables back
2 people
Pack up materials
2 people
Return borrowed items
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

Book the room before inviting players, then confirm the access time and arrange key collection at least a few days before the event. You need enough time to clear the floor, position chairs and tables, and test the equipment.
Set the playing area apart from the audience seating with masking tape and leave clear routes to the coat rack, exits, and serving tables. Test both wireless microphones and the portable sound system while the room is still empty.
Close player registrations before creating the schedule and game formats. Use the final list to brief the presenter, print the artist and audience lists, and contact anyone whose dietary requirements need checking.
Prepare drinks and snacks in separate serving areas so people do not crowd the playing space. Sort reusable glasses, mugs, plates, cutlery, serving trays, coolers, thermos flasks, and kettles before doors open.
Do a full materials check on the day, including extension cords, power strips, microphone stands, mixer, LED lights, name badges, signs, and waste bins. Keep buckets and mops available so a spill does not interrupt a scene or damage equipment.

Frequently asked questions

How early should I arrive to set up an improvisation night?: Allow at least 90 minutes before the audience arrives. Use the first 30 minutes for the room layout, the next 30 for sound and lighting, and the final 30 for signs, drinks, snacks, and registration materials.
How many microphones do I need for an improvisation night?: Plan at least two wireless microphones for a typical player group, plus microphone stands if presenters or musicians need hands-free use. Test every microphone through the mixer and portable sound system before the players arrive.
When should I close registrations for an improvisation night?: Close registrations 2 to 3 days before the event so you can organize the schedule, select game formats, print lists, and collect dietary requirements. Keep a short waiting list if the room has a fixed capacity.
How should I arrange the room for an improvisation night?: Leave a clearly marked playing area at the front or center and place chairs far enough back for performers to enter and exit safely. Set up tables and high tables along the side or rear, keeping at least one unobstructed route to the exits.

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.