Ballet performance checklist: from planning to curtain call

A ballet performance depends on timing across the stage, backstage and front of house. Confirm the date and venue first, then work backwards from the performance times to schedule rehearsals, technical checks, invitations and registrations. Costumes, choreography, music files and lighting need separate checks before the dancers arrive. This checklist also covers audience seating, programs, refreshments and the small backstage details that are easy to leave until the last hour.

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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 venue
2 people
Set performance times
2 people
Reserve rehearsal space
Record technical arrangements
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Determine catering quantities
2 people
Compile program
2 people
Design program booklet
Print program booklets
2 people
Gather music files
Check music files
2 people
Check the dancers list
Try on costumes
3 people
Repair costumes
2 people
Reviewing the choreography
4 people
Prepare lighting cues
2 people
Work out the stage layout
2 people
Brief the audience hosts
2 people
Check first aid supplies
Do the shopping
3 people
Lay out costumes
3 people
Back up music

Event

Check the hall floor
2 people
Set up chairs
4 people
Set up tables for reception
2 people
Connect the sound system
2 people
Set up lighting equipment
2 people
Test lighting settings
2 people
Test the music
2 people
Set up changing rooms
3 people
Sort costumes by scene
3 people
Setting up makeup stations
2 people
Set up catering
3 people
Chill drinks
2 people
Lay out program booklets
2 people
Have dancers arrive
2 people
Mark dancers present
Lead the warm-up
2 people
Conduct the technical rehearsal
4 people
Staff the information desk
2 people
Welcome visitors
4 people
Hand out programs
2 people
Staff the cloakroom
2 people
Escort audience to the hall
3 people
Open the show
Perform the show
12 people
Serve break drinks
4 people
Refill drinks
2 people
Guide the audience back to the hall
3 people
Lead the applause moment
2 people
Congratulate the dancers
2 people
Guide the audience to the exit
3 people
Clear away clothing and makeup
3 people
Switch off equipment
2 people
Close catering
2 people
Collect waste
3 people

Aftercare

Take down the chairs
4 people
Take down tables
2 people
Wash dishes
3 people
Clean the room
4 people
Clean changing rooms
2 people
Pack equipment
3 people
Collect costumes
3 people
Wash costumes
2 people
Remove decorations
2 people
Return borrowed items
2 people
Store remaining catering
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Coat racksqty 3
Clothes hangersqty 120
Dressing room tablesqty 6
Folding chairsqty 20

Equipment

Sound system
Laptop
Backup USB sticksqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

Theater lightsqty 8
Light standsqty 4
Light filtersqty 12
Flashlightsqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 80
Platesqty 120
Pastry forksqty 120
Coffee spoonsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Measuring cupsqty 2
Kitchen towelsqty 12

Decorations

Curtainsqty 4
Flower arrangementsqty 6
Program standsqty 3
Directional signsqty 12
Name badgesqty 10

Dance materials

Ballet shoesqty 24
Ballet barresqty 4
Yoga matsqty 12
Resistance bandsqty 12

Clothing

Costume racksqty 6
Clothing coversqty 30
Sewing kitsqty 2
Safety pinsqty 100
Hairpinsqty 200
Hair sprayqty 6
Makeup mirrorsqty 6
Makeup kitsqty 6

Catering

Groceries

Cleaning

Trash binsqty 6
Mop setsqty 2
Dustpan and brushqty 3
Cleaning clothsqty 20
Hand sanitizerqty 6

Safety

First aid kitsqty 2
Non-slip matsqty 8

Office

Printer paperqty 2
Pensqty 20
Tapeqty 6
Writing foldersqty 6

Tips

Set the performance times before booking rehearsal space or arranging technical support. Leave a clear changeover window between pieces, and schedule a full technical run with the lighting cues and stage layout.
Check every costume during a fitting, not on performance day. Repair loose fasteners immediately, label the outfits, and lay out each dancer’s costume in dressing-room order with hangers ready.
Keep the music in at least two places: the main laptop and backup USB sticks. Check every file from start to finish on the actual sound system, and keep a second person responsible for starting the tracks.
Prepare the audience side before the dancers arrive. Count the chairs and folding chairs, position coat racks, brief the audience hosts, and place printed program booklets where guests will enter.
Plan refreshments from the registration count and dietary requirements, then add a small buffer rather than shopping at the last minute. Set out water glasses, coffee cups and serving equipment, and check that coffee machines, kettles and thermos flasks are ready before doors open.

Frequently asked questions

How far in advance should I organise a ballet performance?: Confirm the date and venue at least 8 to 12 weeks ahead. Send invitations once the performance times are fixed, then close registrations early enough to determine seating, programs and catering quantities.
When should dancers try on their ballet costumes?: Schedule the first costume fitting 3 to 4 weeks before the performance. Complete repairs and a second check at least 7 days before the show so missing or poorly fitting items do not become a backstage emergency.
How many music backups do I need for a ballet performance?: Keep the working files on the performance laptop and make at least two backup USB sticks. Test all copies at least 48 hours before the performance, then carry the backups separately from the laptop.
When should the lighting and stage layout be checked?: Prepare the stage layout and lighting cues during the final rehearsal week. Run a complete technical check, including the sound system, microphones, extension cords and power strips, no later than the day before the performance.

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