Ballet performance checklist: what to arrange and when

A ballet performance depends on more than dancers and choreography. You need a confirmed venue, a workable rehearsal schedule, finished costumes, reliable music playback, clear audience information, and enough help backstage and in the foyer. Start with the date, venue, programme, and participants, then move through technical checks, catering, printing, and setup. This checklist also covers the details that are often left until the last day, such as dietary requirements, accessibility, spare batteries, and labelled costume racks.

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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
Set the show program
2 people
Create the rehearsal schedule
2 people
Confirm artists and escorts
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Have the program printed
Create posters and signage
2 people
Check technical requirements
2 people
Gather music files
Check costumes
2 people
Wash and repair costumes
2 people
Inventory props
2 people
Determine audience layout
Assign volunteers
Check first aid supplies
Check accessibility
2 people
Send audience information
Check the shopping list
Do the shopping
2 people
Lay out costumes
3 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up decor and signage
3 people
Take props backstage
3 people
Chill drinks
2 people
Prepare catering
3 people
Test equipment and music
3 people
Set up changing rooms
2 people
Lay out programs and tickets
2 people
Set up the reception desk
2 people
Set out catering and tableware
3 people
Check the dance floor and playing area
3 people
Run general rehearsal
8 people
Set up break catering
2 people

Event

Welcome performers
2 people
Distribute costumes
3 people
Have performers change clothes
2 people
Welcome the audience
4 people
Hand out tickets and programs
3 people
Escort audience to the hall
3 people
Assist the performance
5 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Announce break
Guide the audience afterward
3 people
Prepare the evening performance
5 people
Welcome evening guests
4 people
Distribute evening program
3 people
Guide the evening performance
5 people
Manage post-show reception
4 people
Thank the performers
2 people
Collect costumes
3 people
See the audience out
3 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Remove decorations
3 people
Switch off equipment
2 people
Clear the hall
5 people
Wash dishes
3 people
Clean changing rooms
2 people
Air out the costumes
2 people
Store costumes
2 people
Store leftover catering
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away programs and posters
Do the final cleaning of the venue
3 people

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception table
Clothes racksqty 4
Break tablesqty 6
Waste binsqty 8

Tableware

Water glassesqty 130
Coffee cupsqty 80
Pastry platesqty 130
Forksqty 130
Coffee spoonsqty 80
Serving plattersqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Coolersqty 4
Ice cube traysqty 4

Equipment

Laptop
Music player
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12

Lighting

LED table lampsqty 8
LED stage spotlightsqty 4

Decorations

Backdrop clothsqty 2
Flower arrangementsqty 6
Directional signsqty 10
Program standsqty 4
Coat hangersqty 140

Clothing

Garment coversqty 30
Clothing labelsqty 40
Clothes steamersqty 2
Mirrorqty 2
Makeup mirrorsqty 8
Costume storage boxesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Non-slip matsqty 6

Office

Ticket boxesqty 2
Pen setsqty 4
Clipboard foldersqty 6
Name stickersqty 150

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the programme and rehearsal schedule before sending invitations. This gives performers and accompanists a clear commitment and leaves time to resolve missing music or costume changes.
Check the venue’s technical requirements at least 2 weeks before the performance. Test the laptop, music player, microphones, extension cords, power strips, stage spotlights, and reserve batteries rather than discovering a problem during setup.
Collect dietary requirements with the RSVPs and give the caterer a final number before ordering. For a short interval reception, plan the tables, serving platters, tongs, cups, glasses, plates, and cutlery together so service does not depend on last-minute shopping.
Prepare costumes, props, and clothing racks at least 1 day before the show. Wash or repair costumes early, group each dancer’s items, and keep gaffer tape, spare batteries, and basic first-aid supplies accessible backstage.
Send audience information no later than 48 hours before the performance. Include arrival time, seating arrangements, accessibility details, interval information, and any parking or entry instructions so front-of-house volunteers are not answering the same questions at the door.

Frequently asked questions

How far in advance should I plan a ballet performance?: Confirm the date and venue at least 8 to 12 weeks ahead if possible. Set the programme, rehearsal schedule, performers, catering, and technical requirements early; leave the final week for printing, packing, cleaning, and checks rather than major decisions.
When should costumes be checked for a ballet performance?: Do the first costume inventory at least 2 weeks before the performance. Wash and repair items no later than 3 to 5 days before the show, then lay out complete costume sets and accessories the day before.
When should I send invitations and audience information?: Send invitations once the date, venue, programme, and start time are confirmed, ideally 4 to 6 weeks ahead. Send the final audience message at least 48 hours before the performance, after seating, accessibility, and arrival details are settled.
How do I prepare the technical setup for a ballet performance?: Check the venue requirements at least 2 weeks before the show and run a full test during setup. Allow 2 to 3 hours on the performance day for tables, chairs, lighting, music playback, microphones, cables, and a sound or equipment check.

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