Acrobat show checklist: what to arrange and when

An acrobat show needs more than performers and a stage. You need to secure the venue, confirm permits and insurance, plan the audience area, and check that the floor and escape routes are safe. Technical details such as aerial equipment, microphones, speakers, cables and power also need attention before show day. Use this checklist to keep registrations, catering, crew schedules and the final venue setup on track.

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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
Book acrobatic group
Check permits
Check insurance
Finalize the program
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Coordinate technical requirements
2 people
Create the public area layout
2 people
Make seating plan
Prepare safety plan
2 people
Check escape routes
2 people
Create the crew schedule
Print the run sheet
Print visitor list
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Collect materials
2 people

Event

Open venue
2 people
Clear the loading zone
2 people
Check the stage floor
2 people
Receive acrobats
2 people
Unload props
4 people
Set up acrobatic equipment
5 people
Lay crash mats
4 people
Set up safety barriers
3 people
Set up audience seating
5 people
Set up the entrance table
2 people
Set up catering tables
3 people
Connect sound equipment
3 people
Set up lighting equipment
3 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Set out drinks
2 people
Set up the cloakroom
2 people
Check sanitary facilities
2 people
Prepare first aid supplies
Check fire extinguishers
Perform the technical sound check
3 people
Test light show
3 people
Test acrobatics safety
5 people
Hold artist briefing
6 people
Brief crowd guides
4 people
Staff the entrance
3 people
Welcome visitors
4 people
Take coats
2 people
Serve drinks
3 people
Serve snacks
3 people
Guide the pre-program
2 people
Dim the venue lights
Announce the show
Support the acrobat show
6 people
Guard the safety zone
3 people
Operate equipment
3 people
Refill drinks
2 people
Restock break snacks
2 people
Guide the audience to the exit
4 people
Assist performers
2 people
Check out guests
2 people

Aftercare

Catering breakdown
3 people
Wash dishes
3 people
Collect waste
3 people
Clear away chairs and tables
5 people
Remove decorations
3 people
Take down acrobatic equipment
5 people
Tear down audio equipment
3 people
Take down lighting equipment
3 people
Clean landing mats
3 people
Clean the audience area
4 people
Clean the restrooms
2 people
Clear out the cloakroom
2 people
Load materials
4 people
Chill usable leftovers
2 people
Do final venue inspection
2 people
Lock up the venue
Return rental items
2 people
Handle lost and found
Collect invoices
Send a thank-you message

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 180
Bar stoolsqty 12
Coat racksqty 3
Clothes hangersqty 220
Waste binsqty 8
Buffet tablesqty 4
Dressing room tablesqty 2

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 100
Tea glassesqty 60
Cake platesqty 220
Dinner platesqty 120
Forksqty 220
Knivesqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Aerial silksqty 2
Aerial hoopsqty 2
Acrobatics matsqty 10
Crash matsqty 6
Handstand blocksqty 4
Balance beamsqty 2
Juggling pinsqty 12
Juggling ballsqty 20
Storage binsqty 8
Walkie-talkiesqty 8
Power banksqty 6
Spare batteriesqty 30

Lighting

LED spotlightsqty 8
Stage lightsqty 4
Light standqty 2
Mood lightingqty 8
LED string lightsqty 6

Safety

Crowd barriersqty 12
Barrier tapeqty 4
Floor tapeqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Emergency lightsqty 4
Work glovesqty 8

Decorations

Welcome sign
Program postersqty 8
Theater curtainsqty 2
Tableclothsqty 10
Decorative flagsqty 12
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Serving trolleysqty 2

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Book the venue and acrobatic group before publishing invitations. Confirm the available setup time, dressing-room access and whether aerial silks, hoops or other rigging can be used safely.
Finish the safety plan before finalizing the public area layout. Check escape routes, the stage floor and the position of mats, seating, tables and waste bins rather than leaving this until opening time.
Set a firm deadline for registrations and dietary requirements, ideally 7 days before the show. This gives catering enough time to confirm quantities and lets you complete the seating plan.
Coordinate technical requirements with the performers before the final program is printed. Confirm active speakers, mixer, wireless microphones, stands, extension cords, power strips and cable trays, including who supplies each item.
Prepare a show-day run sheet, visitor list and crew schedule in advance. Open the venue with enough time to clear the loading zone, collect materials, chill drinks, prepare catering and inspect the performance area before guests arrive.

Frequently asked questions

How far in advance should I book an acrobat show venue?: Book the venue and acrobatic group as early as possible, preferably at least 8 to 12 weeks before the show. Allow extra time if permits, insurance checks or specialist aerial equipment are required.
What safety checks are needed for an acrobat show?: Complete the safety plan before the public layout is approved. Check escape routes, the stage floor, audience distances, mats, aerial equipment and cable placement at least once during planning and again before opening.
When should I collect dietary requirements for an acrobat show?: Ask for dietary requirements when guests register and close the list 7 days before the event. Send the final numbers and requirements to the caterer before shopping and food preparation begin.
How early should the venue open on acrobat show day?: Open the venue at least 3 hours before the audience arrives if you need to unload equipment, set up tables and chairs, prepare catering, test sound and inspect the stage floor. Add more time for aerial rigging or a complex technical setup.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.