Ballet performance checklist: what to arrange and when

A ballet performance depends on more than rehearsals and costumes. You need a fixed running order, reliable music and lighting, a clear route for the audience, and enough time to prepare changing areas and stage pieces. Start by confirming the date and venue, then work backwards from the performance to set deadlines for invitations, registrations, printing, technical checks, and catering. Use this checklist to keep the show, front-of-house work, and backstage setup moving in the right order.

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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 schedule
2 people
Draw up the running order
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Send the program to the printer
Update ticket sales list
Check the dancers list
Inventory the costumes
2 people
Alter costumes
2 people
Check decorations
2 people
Check music files
Develop lighting plan
2 people
Work out the stage layout
2 people
Develop audience routing
2 people
Schedule volunteers
Order catering
Rehearse the technical setup
3 people
Collect program booklets
Do the shopping
2 people
Chill drinks
2 people
Lay out costumes
3 people
Label set pieces
2 people
Set out the tech kit
3 people
Mark the room layout
2 people
Prepare entrance desk
2 people
Set up the stage
4 people
Hang lights
3 people
Connect sound equipment
3 people
Set up audience seating
4 people
Set up decor
3 people
Set up backstage
3 people
Set up changing rooms
2 people
Organize costumes by scene
3 people
Clean the stage floor
2 people
Perform the technical sound check
3 people
Test lighting settings
2 people

Event

Welcome dancers
2 people
Welcome the audience
4 people
Hand out programs
2 people
Check tickets
2 people
Staff the cloakroom
2 people
Handle the opening of the show
Carry out first part
12 people
Oversee costume changes
4 people
Operate sound and lighting
2 people
Serve drinks
4 people
Refill drinks
2 people
Keep the break room clean
2 people
Guide the audience back to the hall
3 people
Carry out the second part
12 people
Lead the final
4 people
Organize applause moment
3 people
Guide the audience to the exit
4 people
Finish coat check
2 people
Provide dancers with a meal
3 people

Aftercare

Collect costumes
3 people
Take down the décor
3 people
Take down lighting equipment
3 people
Tear down audio equipment
3 people
Put the chairs back
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean backstage
2 people
Store equipment safely
3 people
Check borrowed materials
2 people
Return materials
2 people
Clean and store costumes
3 people
Store leftover stock
2 people

What to bring

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

Furniture

Audience chairsqty 180
Bistro tablesqty 12
Entrance table
Changing room chairsqty 24
Clothes racksqty 8
Foldable tablesqty 8
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Laptop charger
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
Control panel
LED string lightsqty 4

Decorations

Backdropqty 2
Stage drapesqty 4
Decorative panelsqty 6
Flower arrangementsqty 6
Entrance sign
Directional signsqty 6

Tableware

Water glassesqty 220
Coffee cupsqty 80
Platesqty 80
Platesqty 80
Forksqty 100
Dessert spoonsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Storage binsqty 12
Serving bowlsqty 12

Catering

Program bookletsqty 200
Name stickersqty 80
Napkinsqty 250
Clothing coversqty 40
Clothing labelsqty 80
Wristbandsqty 200
Tea towelsqty 12
Ice packsqty 12
Groceries

Cleaning

Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4
Disinfectant sprayqty 4
Clothes rollerqty 6
Laundry basketsqty 6
Glovesqty 12
Litter pickersqty 2

Tips

Set the running order before sending invitations. It gives you the information needed for the programme, ticket communications, dancer checks, costume changes, and the technical setup.
Allow at least one dedicated technical rehearsal before the performance. Check every music file, microphone, speaker, lighting cue, extension cord, and power strip while the stage layout is in place.
Finish the costume inventory early enough to allow alterations. Label costumes and set pieces, and lay them out in performance order so dancers and volunteers are not searching during quick changes.
Plan audience routing before show day. Position the entrance table, chairs, directional signs, waste bins, and any bistro tables so arrivals, seating, refreshments, and exits do not compete for the same space.
Order catering only after collecting dietary requirements and confirming attendance. Chill drinks and prepare water glasses, coffee cups, plates, and forks on the day, rather than leaving service details until doors open.

Frequently asked questions

How far in advance should I start planning a ballet performance?: Start at least 8 to 12 weeks before the performance. Confirm the date and venue first, then set deadlines for registrations, costumes, programme printing, catering, volunteers, and technical rehearsals.
When should the running order for a ballet show be finished?: Finish the running order at least 3 to 4 weeks before the performance. This leaves time to check costume changes, music files, lighting cues, the stage layout, and the printed programme.
How many technical rehearsals does a ballet performance need?: Plan at least one full technical rehearsal, with a second check if the lighting, stage layout, or sound system is complex. Run every music file and lighting cue in sequence rather than testing only selected numbers.
When should I send the ballet performance programme to print?: Send the programme to the printer once the running order, dancer list, timings, and practical information are final. Aim for at least 7 days before the show so you have time to collect and check the booklets.

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