Benefit performance checklist: what to arrange and when

A benefit performance needs more than a confirmed act and a room. You need a clear fundraising goal, a recorded program, ticket or registration details, reliable sound and lighting, and enough volunteers to keep the day moving. Start with the venue, permissions, charity information and budget, then open promotion and registrations. In the final week, confirm dietary requirements, catering, equipment, visitor lists and the run sheet so the performance and proceeds are both properly accounted for.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record the goal and proceeds
2 people
Reserve venue
Record performance and program
3 people
Confirm performers
2 people
Check permits
Announce the charity
2 people
Prepare the budget
2 people
Approach sponsors
3 people
Design promotional materials
2 people
Open ticket sales
2 people
Send invitations
3 people
Publish on social media
2 people
Distribute posters
4 people
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Reserve equipment
2 people
Recruit volunteers
2 people
Assign volunteer tasks
2 people
Print the run sheet
Print the visitor list
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
3 people
Pick up the equipment
2 people
Open venue
2 people
Clean the room
3 people
Clear the stage
3 people
Set up the stage
4 people
Connect sound equipment
3 people
Connect lighting equipment
2 people
Set up chairs
4 people
Set up tables
3 people
Hang up decorations
3 people
Set up the entrance
2 people
Set up donation table
2 people
Set up the catering buffet
4 people
Test the equipment
3 people
Rehearse the performance
8 people
Give volunteer briefing
2 people

Event

Welcome performers
2 people
Open the doors
3 people
Welcome visitors
4 people
Check tickets
3 people
Hand out programs
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Handle the opening
Facilitate the first performance
4 people
Take care of the break
4 people
Register donations
2 people
Assist with the second performance
4 people
Restock the buffet
3 people
Serve the meal
4 people
Assist performers
2 people
Guide the third performance
4 people
Give thanks
Serve the final drinks round
3 people
Wave goodbye to visitors
3 people
Secure donation money
2 people

Aftercare

Collect tableware
3 people
Take down the buffet
3 people
Collect waste
3 people
Dismantle furniture
4 people
Switch off the equipment
3 people
Remove decorations
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return equipment
2 people
Store leftover stock
2 people
Check the donation amount
2 people
Transfer Proceeds
2 people
Send thank-you message
2 people
Publish results
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Stage sectionsqty 6
Dressing room tablesqty 2
Changing room chairsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving traysqty 8
Pitchersqty 8

Equipment

Microphonesqty 4
Speakersqty 2
Mixer
Microphone standsqty 4
Extension cordsqty 8
Power stripsqty 8
Projector
Projection screen

Lighting

Theatre spotlightsqty 6
Light standsqty 3
Atmosphere lightsqty 8

Decorations

Backdrop cloth
Tableclothsqty 12
Balloonsqty 100
Flower arrangementsqty 6
Postersqty 20
Program boardsqty 4

Catering

Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Chafing dishesqty 4
Buffet tongsqty 8
Serving jugsqty 6
Ice packsqty 16
Groceries

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Napkin holdersqty 12

Information

Ticket rollsqty 2
Programsqty 130
Name stickersqty 150
Markersqty 12
Pensqty 20
Clipboard foldersqty 4

Payment

Cash boxesqty 2
Card machinesqty 2
Donation boxesqty 4
Receipt blocksqty 4

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 12
Gaffer tapeqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4

Tips

Set the fundraising goal and expected proceeds before approaching sponsors or ordering supplies. Record ticket income, donations and known costs separately so you can report the final proceeds clearly.
Check the venue, permits and technical setup early. Confirm where the stage sections, microphones, speakers, mixer, projector and theatre spotlights will go, and test extension cords and power strips before the audience arrives.
Open ticket sales or registrations only after the program and performers are confirmed. Close registrations early enough to print the visitor list and contact attendees about dietary requirements.
Assign volunteers to specific jobs rather than asking for general help. Cover registration, performer support, catering, equipment and cleanup, then print the assignments with the run sheet.
Leave shopping, drink chilling and snack preparation for the final preparation window, but collect durable materials earlier. Count chairs, tables, glasses, plates, serving trays and pitchers against the expected audience before ordering catering.

Frequently asked questions

How far in advance should I organize a benefit performance?: Start at least 8 to 12 weeks before the performance. That gives you time to reserve the venue, confirm performers, check permits, approach sponsors, publish the charity information and sell tickets.
When should I open ticket sales for a benefit performance?: Open sales once the venue, date, performers and program are confirmed—usually 4 to 6 weeks before the event. Set a registration deadline several days before the performance so you can finalize the visitor list and dietary requirements.
How many volunteers do I need for a benefit performance?: Plan at least 1 volunteer for every 25 to 40 visitors, with separate coverage for registration, performers, catering and technical support. Add extra help if volunteers must also move furniture, manage the projector or handle cleanup.
When should I test the sound and lighting for a benefit performance?: Complete a full technical test at least 2 hours before doors open, including microphones, speakers, mixer, projector, screen and spotlights. Keep the run sheet nearby and assign one person to handle technical changes during the program.

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.