Improvisation Night Checklist

An improvisation night depends on tight coordination between performers, host, audience, and venue. This checklist takes you from booking the room and confirming the programme to testing microphones, lights, and the timer before doors open. It also covers details that are easy to leave too late, such as dietary requirements, audience questions, signage, props, and role assignments. Use it to build the event in order rather than discovering missing equipment during the first game.

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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 venue
Set the date and program
2 people
Book players and host
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send audience information
Choose Game Formats and Order
3 people
Prepare audience questions
2 people
Set up decorations and signage
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Confirm role assignments
2 people

Event

Open venue
2 people
Ventilate room
Set up chairs
3 people
Set up tables
2 people
Clear the play area
2 people
Hang up decorations
2 people
Set up signage
Connect the sound system
2 people
Test microphones
2 people
Testing Lights and Timer
2 people
Set out props
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set up the registration table
2 people
Welcome the audience
3 people
Check off registrations
2 people
Serve snacks
2 people
Give the opening briefing
Facilitate improv games
3 people
Serve break drinks
2 people
Refill drinks
2 people
Lead the second improvisation block
3 people
Manage the audience closure
See the crowd off
2 people

Aftercare

Pack leftovers
2 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the room
3 people
Return materials
2 people
Return borrowed items
2 people
Store leftover stock

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Bar stoolsqty 4
Clothing rack
Coat racksqty 3

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Audio cablesqty 6
Extension cordsqty 4
Power stripsqty 4
Digital timer
Laptop
Presentation screen
Adapter plugsqty 3

Lighting

LED spotlightsqty 4
Mood lightingqty 2

Decorations

Decorative clothsqty 4
Balloonsqty 40
Directional signsqty 8
Name badgesqty 70
Markersqty 12
Tapeqty 4
Scissorsqty 4
A4 paperqty 200
Flip chart
Flip chart sheetsqty 30
Audience Ticketsqty 100

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Pitcherqty 4

Kitchen

Kettlesqty 2
Thermos flasksqty 3
Coolersqty 3
Serving plattersqty 8
Serving utensilsqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Spongesqty 6

Catering

Groceries

Tips

Set the date and programme before inviting people, then book the players and host early enough to confirm the full running order. Leave time to choose the game formats and decide when audience questions will be collected.
Send audience information before the event, including arrival details, registration expectations, and any practical venue notes. Process registrations as they come in and record dietary requirements instead of trying to collect them at the door.
Treat the play area as a separate zone when setting up. Clear it before arranging chairs and tables, then place props where performers can reach them without crossing cables or blocking the audience.
Test the complete sound chain before opening: connect the mixer, active speakers, microphone stands, microphones, audio cables, extension cords, and power strips, then check every microphone one at a time.
Do the final room check at least 60 minutes before doors open. Ventilate the room, test the lights and digital timer, put out the props, hang directional signs, and confirm every assigned role is covered.

Frequently asked questions

How far in advance should I organise an improvisation night?: Start at least 4 to 6 weeks ahead. Reserve the venue and set the date first, then book the players and host before sending invitations.
When should I send information to the audience?: Send the main audience information 5 to 7 days before the show, after registrations are processed. Share any last-minute changes no later than 24 hours before doors open.
How early should I arrive to set up an improvisation night?: Open the venue at least 2 hours before the audience arrives. Reserve the final 60 minutes for room layout, sound and microphone tests, lighting, signage, and props.
How many microphones are needed for an improvisation night?: Plan one working microphone per performer who needs to speak at the same time, plus one for the host. Test every microphone individually and keep at least one tested spare if your equipment allows.

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.