Benefit performance planning checklist

A benefit performance combines a live programme with fundraising, so it needs more coordination than a standard show. You will need to secure the date and venue, confirm performers, check technical and legal requirements, and set up a reliable way to collect donations. Work backwards from the performance date: settle the programme and budget first, launch promotion early, then finalise catering, volunteers and the run sheet. This checklist keeps the work in a practical order and highlights details that are easy to leave until the last week.

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

Confirm date and location
2 people
Record the concept and objective
3 people
Set the budget and ticket price
2 people
Compile program
3 people
Confirm performers and staff
2 people
Gather technical requirements
2 people
Make reservations
2 people
Check permits
Check insurance
Create a fundraising page
2 people
Arrange a payment method for donations
2 people
Write promotional copy
2 people
Create poster and program visual
2 people
Send invitations
2 people
Post on social media
2 people
Send press release
Process registrations
2 people
Collect dietary requirements
Calculate catering quantities
2 people
Assign volunteers
2 people
Develop the run sheet
2 people
Distribute contact list
Check ticket sales
2 people
Print the program
2 people
Prepare name badges
2 people
Test the equipment
3 people
Hold artist briefing
4 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
4 people

Event

Open venue
2 people
Clean the reception area
2 people
Check room layout
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Set up the equipment
3 people
Set up the lighting
2 people
Perform sound check
3 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Set up donation table
2 people
Set up the registration desk
2 people
Lay out program booklets
2 people
Brief volunteers
3 people
Welcome performers
2 people
Set up backstage
2 people
Welcome the audience
4 people
Check tickets
2 people
Distribute program
2 people
Serve drinks
3 people
Assist the performance
3 people
Restock break buffet
3 people
Refill drinks
2 people
Register donations
2 people
Answer audience questions
2 people
Assist with the second performance
3 people
Serve evening catering
4 people
Refill drinks
2 people
Process final donations
2 people
See the crowd off
3 people
Turn off the sound equipment
2 people

Aftercare

Clear away food and drinks
4 people
Collect tableware
3 people
Dismantle the technical setup
3 people
Remove decorations
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Secure cash
2 people
Check the yield
2 people
Update the donation overview
2 people
Send thank-you message
2 people
Archive photos and files
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Bar stoolsqty 4
Clothes racksqty 2
Coat racksqty 4

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 4
Coolersqty 4
Food containersqty 12
Aluminum foilqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Flashlightsqty 4

Decorations

Tableclothsqty 12
Curtainsqty 4
Flower arrangementsqty 8
Balloonsqty 100
Decorative clothsqty 6
Directional signsqty 8
Donation boxesqty 3
Photo backdrop

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the date, location, budget and ticket price before promoting the performance. Allow at least 6–8 weeks for invitations, social posts, press outreach and registration handling.
Ask every performer and staff member for technical requirements as soon as they confirm. Check microphone, mixer, speaker and laptop needs, then schedule a sound check before doors open.
Create the fundraising page and donation payment method before sending invitations. Test one small donation and record where guests should find the donation link or instructions.
Calculate catering after registrations and dietary requirements are collected. Plan separate quantities for the reception, coffee service and water, and confirm serving equipment at least 3 days before the event.
Write the run sheet with arrival times, sound check, programme changes, collection moments and closing tasks. Give volunteers the contact list and clear assignments before event day, not at the venue.

Frequently asked questions

How far in advance should I organise a benefit performance?: Start at least 6–8 weeks before the performance. That gives you time to confirm the venue and performers, check permits and insurance, prepare fundraising and promotion, and process registrations.
What should I arrange first for a benefit performance?: Confirm the date and location first, then record the concept, objective, budget and ticket price. Once those are fixed, compile the programme and confirm performers, staff and technical requirements.
When should I send invitations for a benefit performance?: Send invitations around 4–6 weeks before the event, after the date, location and main programme are confirmed. Send a reminder 7–10 days before the performance and keep registration numbers updated for catering.
How do I plan catering for a benefit performance?: Collect registrations and dietary requirements before calculating quantities, ideally 5–7 days before the event. Prepare separate counts for plates, cups, glasses and cutlery, and check that coffee, water and serving equipment are available before setup.

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.