Ballet performance checklist: what to arrange and when

A ballet performance depends on more than rehearsals and costumes. You need a confirmed venue, a reliable running order, tested music, prepared changing rooms and clear information for both dancers and the audience. This checklist helps you work through the practical details in the right sequence, from registrations and dietary requirements to stage setup, refreshments and the final venue check. Use it to spot the tasks that are easy to leave until the last day.

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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
Record the performance schedule
2 people
Schedule dancers and staff
2 people
Check music and choreography
2 people
Send invitations
2 people
Open ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Make guest reservations
Print the program and schedule
2 people
Distribute artist information
Check technical requirements
2 people
Test music files
2 people
Check costumes
3 people
Repair costumes
2 people
Gather props
2 people
Check decorations
2 people
Publish audience information
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Lay out costumes
3 people
Open venue
2 people
Check the stage floor
2 people
Set up lights and sound
3 people
Set up decor
4 people
Set up audience seating
4 people
Set up the entrance and coat check
2 people
Lay out the programs
2 people
Set up catering buffet
3 people
Set up changing rooms
2 people

Event

Welcome dancers
2 people
Conduct technical rehearsal
4 people
Warm up the dancers
2 people
Welcome the audience
4 people
Check tickets and reservations
2 people
Staff the cloakroom
2 people
Facilitate the first performance
4 people
Serve break drinks
4 people
Refill drinks
2 people
Assist with the second performance
4 people
Serve the artists' meal
2 people
Welcome evening guests
4 people
Guide the evening performance
4 people
Guide the audience to the exit
2 people
Manage coat check
2 people

Aftercare

Dismantle decor and props
4 people
Dismantle lights and sound
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
2 people
Clean changing rooms
2 people
Clean the audience area
3 people
Pack costumes
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Handle lost property
Lock up the venue
2 people

What to bring

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

Furniture

Audience chairsqty 120
Foldable tablesqty 8
Coat racksqty 4
Changing room chairsqty 20
Clothes hangersqty 140

Equipment

Sound system
Wireless microphonesqty 2
Mixer
Laptop for music
HDMI cablesqty 3

Lighting

Stage spotlightsqty 8
Extension cordsqty 8
Power stripsqty 6

Decorations

Backdrop clothqty 2
Decorative plantsqty 8
Welcome sign
Directional signsqty 8
Tableclothsqty 8
Flower arrangementsqty 6

Tableware

Water glassesqty 130
Coffee cupsqty 100
Coffee spoonsqty 100
Pastry platesqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 10
Kitchen towelsqty 12

Clothing

Clothing coversqty 40
Sewing kitsqty 3
Safety pinsqty 100
Ribbon tapeqty 10
Ballet mirrorsqty 2

Props

Prop boxesqty 6
Storage coversqty 8

Ticketing

Ticket listsqty 4
Pensqty 12
Wristbandsqty 150
Program leafletsqty 130

Safety

First aid kit
Flashlightsqty 4

Cleaning

Waste binsqty 8

Catering

Groceries

Tips

Set the performance schedule before inviting guests. Include arrival times for dancers and staff, the audience opening time, the start time, the interval and the expected finish so ticket holders receive accurate information.
Test every music file on the laptop and sound system at least 7 days before the performance. Bring backup copies and check that the mixer, microphones, HDMI cables, extension cords and power strips reach their intended positions.
Check costumes and props in one place 3–5 days ahead. Repair damaged items before the final rehearsal, then lay out costumes on hangers and label changing-room spaces so dancers are not searching during quick changes.
Plan the audience area before doors open: count the chairs, position coat racks and directional signs, and leave clear routes to the seating, toilets and refreshments. Open the venue early enough for a full stage, lighting and sound check.
Prepare drinks and catering after guest numbers and dietary requirements are confirmed. Chill drinks several hours before doors open, and set out coffee machines, kettles, thermos flasks, serving platters and utensils where staff can replenish them without crossing the audience area.

Frequently asked questions

How far in advance should I plan a ballet performance?: Start confirming the date, venue and performance schedule at least 8–12 weeks ahead. Use the final 2 weeks for ticket registrations, dietary requirements, costume checks, technical testing and audience information.
When should I test the music and sound system for a ballet performance?: Test the music files and complete a basic equipment check 7 days before the show. Repeat the full sound and lighting check when the venue opens on performance day, before dancers arrive for the final preparation.
How many chairs do I need for a ballet performance?: Provide one audience chair for every confirmed guest, then keep 5–10% extra chairs available for late reservations or replacements. Count reserved seats separately and leave clear aisles rather than filling every space.
When should costumes and props be ready?: Finish repairs and confirm all costumes and props 3–5 days before the performance. Lay out the costumes and gather the props again on the day, after the stage floor, changing rooms and backstage areas have been checked.

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.