Amateur performance checklist: organise your show step by step

An amateur performance needs more than rehearsals and a running order. You need to coordinate tickets, audience details, costumes, props, set pieces, technical equipment, seating, and catering without leaving everything until opening night. Start by fixing the date and location, then build the rehearsal and performance schedules around them. This checklist helps you move from planning to setup in a practical order, including the small jobs that are easy to forget when the cast is focused on performing.

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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

Confirm date and location
2 people
Record the performance schedule
3 people
Create the rehearsal schedule
2 people
Send invitations
2 people
Open online ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Send audience information
2 people
Design program booklet
Print program booklets
2 people
Check seat reservations
Order catering
2 people
Check technical requirements
2 people
Inventory set pieces
2 people
Check costumes
2 people
Check props
2 people
Copy texts and run sheets
Check the shopping list
2 people
Do the shopping
2 people
Lay out costumes
3 people
Pack props
2 people
Transport set pieces
4 people
Prepare the audience area
3 people
Set up tables
3 people
Set up chairs
4 people
Set up the reception table
2 people
Set up decor
4 people
Hang decorations
2 people
Set up lighting equipment
3 people
Set up sound equipment
3 people
Tape down cables securely
2 people
Thoroughly test the equipment
3 people
Cool catering
2 people
Set up coffee and tea station
2 people
Prepare snacks
3 people
Set out dishes and glasses
2 people
Lay out program booklets
2 people
Set up cash desk table
2 people
Set up changing rooms
3 people
Distribute costumes
3 people
Set out props by scene
2 people
Do the final decor check
3 people
Set lighting scenes
2 people
Test microphones
2 people
Have actors change costumes
4 people
Direct actors
4 people

Event

Open the audience area
3 people
Welcome visitors
4 people
Check tickets
2 people
Hand out program booklets
2 people
Guide audience to their seats
3 people
Open the show
Perform the show
12 people
Operate lighting and sound
2 people
Swap Props
3 people
Announce break
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Re-seat the audience
3 people
Wrap up the show
2 people
Have actors take a bow
12 people
Guide the audience to the exit
3 people
Receive post-show visitors
4 people
Refill snacks
2 people
Refill drinks
2 people
Collect tableware
3 people
See off the last visitors
3 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Collect waste
2 people
Clear the audience area
4 people
Stack chairs
3 people
Fold up the tables
3 people
Take down the décor
4 people
Sort props
2 people
Collect costumes
3 people
Switch off lighting equipment
2 people
Tear down audio equipment
3 people
Roll up cables
2 people
Clean the floor and foyer
3 people
Clean the restrooms
2 people
Collect lost property
Lock up the venue
2 people
Return materials
3 people
Return equipment
2 people
Wash costumes
2 people
Store set pieces
3 people
Process cash and receipts
2 people
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 120
Clothes racksqty 4
Foldable room dividersqty 4
Waste binsqty 8
Stools for techqty 3

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 8
AA batteriesqty 24
AAA batteriesqty 24
Cash box
Card machine
Power banksqty 4
Flashlightsqty 4
Walkie-talkiesqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 3
LED lightsqty 8
Cable traysqty 12

Decorations

Backdrop clothqty 2
Curtainsqty 4
Decorative panelsqty 6
Artificial plantsqty 8
Decorative clothsqty 6
Paper garlandsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 8
Double-sided tapeqty 4
Ropeqty 2
Name badgesqty 30
Badge holdersqty 30
Directional signsqty 12
Information boardsqty 6
Notice boardsqty 2
Chalk markersqty 6
A4 paperqty 500
Pensqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6
Bowlsqty 12
Pitchersqty 6
Bottle openersqty 4
Corkscrewsqty 2
Tableclothsqty 8
Ice packsqty 20
Corkscrewsqty 2
Measuring cupsqty 2
Ice spoonsqty 2
Foilqty 2
Food storage containersqty 12

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Tips

Set the date and venue before creating the rehearsal schedule or opening ticket sales. Keep the performance schedule in one shared document so performers, technicians, catering, and front-of-house volunteers work from the same times.
Open ticket sales early enough to process registrations and collect dietary requirements before ordering catering. Send audience information after checking seat reservations, including arrival time, seating details, and any relevant access information.
Check technical requirements during a rehearsal, not on the performance day. Test microphones, speakers, the mixer, cables, power strips, extension cords, lighting, and cable trays in the actual room.
Pack props, costumes, copied texts, and run sheets separately from set pieces. Label each box or rack position so volunteers can unload and find everything quickly during setup.
Plan the audience area before the cast arrives. Allow time to set up tables, chairs, room dividers, waste bins, and any catering area, then leave a final check for reserved seats and clear walkways.

Frequently asked questions

How early should I start organising an amateur performance?: Start at least 8 to 12 weeks before the performance if you need tickets, rehearsals, costumes, props, catering, and technical planning. Fix the date and location first, then publish the rehearsal and performance schedules.
When should amateur performance tickets go on sale?: Open online ticket sales around 4 to 6 weeks before the performance. Keep registrations updated weekly and close or review them early enough to confirm seating, catering numbers, and dietary requirements.
When should I test the sound and lighting for an amateur performance?: Check the technical requirements at least 2 weeks before the show and run a full test in the venue during the final rehearsal. Test every microphone, speaker, cable, light, power connection, and cable route before the audience arrives.
How long does setup take for an amateur performance?: Allow at least 3 to 4 hours for a setup involving chairs, tables, set pieces, costumes, props, sound, and lighting. Add extra time if equipment or scenery must be transported from another location, and schedule a final 30-minute room check.

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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.