Improvisation Night Checklist

An improvisation night depends on quick decisions, clear instructions, and a room that is ready before the audience arrives. This checklist takes you from booking the venue and players to preparing game cards, audience suggestions, refreshments, and the playing area. Allow extra time for microphone checks, access arrangements, dietary requirements, and last-minute changes to the running order. Use the full plan to keep performers, host, volunteers, and guests working from the same information.

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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
Confirm improvisation players
Book host
Send invitations
2 people
Process registrations
Collect dietary requirements
Compile program
2 people
Select game formats
2 people
Prepare audience suggestions
2 people
Send participant information
Develop the run sheet
Print attendance list
Make name badges
2 people
Print game cards
2 people
Print signage
Do the shopping
2 people
Arrange keys and access
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up the playing area
3 people
Hang up decorations
2 people
Set up lighting
2 people
Connect audio equipment
2 people
Test microphones
2 people
Lay out game cards
2 people
Set up welcome desk
2 people
Hold player briefing
3 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
2 people
Announce the opening
Facilitate improv games
4 people
Serve break drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect audience suggestions
2 people
Lead the final
4 people
Give a thank-you speech
See off guests
3 people

Aftercare

Dismantle materials
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Store leftover stock
2 people
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

Book the venue and confirm access hours before sending invitations. You need enough time before the doors open to arrange chairs and tables, test the microphones and speaker, set up lighting, and prepare the playing area.
Confirm the improvisation players and host early, then send participant information with the arrival time, changing-room arrangements, game formats, and anything performers need to bring. This prevents players from arriving without the details they need.
Prepare the audience suggestions and game cards before the event, and keep printed copies of the programme and run sheet at the registration point. A whiteboard and markers can help the host track formats and timing during the night.
Finish registrations and collect dietary requirements before shopping for snacks and drinks. Chill drinks several hours ahead, and set out glasses, plates, bowls, serving trays, and coffee supplies before guests arrive.
Do a venue check on the day, including keys, power sockets, extension cords, microphone stands, signage, coat storage, and waste bins. Keep tape, spare name badges, and printed attendance lists together so small problems can be fixed without leaving the room.

Frequently asked questions

How far in advance should I organise an improvisation night?: Start booking the venue, host, and improvisation players at least 6 to 8 weeks ahead. Send invitations once the date, venue, and main performers are confirmed, then close registrations early enough to process dietary requirements and prepare the attendance list.
How much time do I need to set up an improvisation night?: Allow at least 2 hours before doors open for furniture, the playing area, decorations, refreshments, signage, and technical checks. Add another 30 minutes if the venue has complicated access or the microphones and lighting have not been tested there before.
What equipment is needed for an improvisation night?: Plan for a portable speaker, wireless microphones, microphone stands, a laptop, extension cords, power strips, a kitchen timer, and a whiteboard with markers. Test every powered item before guests arrive and keep cables away from walking routes.
How many drinks and snacks should I prepare for an improvisation night?: For the first hour, allow 2 to 3 drinks per person, then adjust for the length of the event and whether coffee is served. Prepare snacks according to the final registration count, including the dietary requirements collected before shopping.

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