Children’s Theatre Performance Checklist

Use this checklist to organise a children’s theatre performance from the first decision to the final audience welcome. Start by choosing the production and age group, then secure the venue, performance rights, cast and technicians before opening ticket sales. In the final week, confirm attendance and dietary needs, inspect the audience area, test the sound and lighting, and check every prop and costume. On show day, allow time for transport, seating, backstage setup, signage, refreshments and a full technical check before doors open.

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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

Defining the presentation and target audience
2 people
Reserve theater venue
Arrange performance rights
Book artists and technicians
Send invitations
2 people
Open ticket sales
Process registrations
Collect dietary requirements
Check visitor list
Inspect venue and audience areas
2 people
Do the shopping
2 people
Print tickets and signage
Check props
2 people
Test and charge equipment
2 people
Prepare catering
3 people
Pack materials and costumes
2 people

Event

Bring materials to the venue
3 people
Set up audience seating
3 people
Set up tables for reception
2 people
Set up decor and props
3 people
Connect the sound system
2 people
Set up theater lighting
2 people
Set up backstage dressing room
2 people
Set up the cloakroom and reception
2 people
Set out drinks and snacks
3 people
Conduct a safety check
2 people
Welcome performers
Technical dress rehearsal
4 people
Brief crowd guides
2 people
Open the doors
3 people
Check tickets
2 people
Guide visitors to their seats
3 people
Serve drinks and snacks
3 people
Announce the performance
Operate lighting and sound
2 people
Guide the audience during the performance
2 people
Refill drinks
2 people
Guide the meet-and-greet
3 people
Guide visitors to the exit
3 people
Collect lost property

Aftercare

Dismantle props and costumes
3 people
Dismantle sound and lighting equipment
2 people
Wash dishes and kitchen equipment
3 people
Collect and sort waste
2 people
Clean the audience area
3 people
Check and clean toilets
2 people
Leave the venue tidy
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Handle lost and found
Send visitors a thank-you message

What to bring

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

Furniture

Audience chairsqty 80
Foldable tablesqty 6
Clothes racksqty 2
Coat racksqty 2
Stoolsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Cutlery setsqty 80
Coffee cupsqty 30
Serving plattersqty 8
Pitcherqty 6

Decorations

Decorative panelsqty 4
Backdrop cloth
Colorful garlandsqty 8
Balloonsqty 60
Prop boxqty 2
Hand puppetsqty 6
Costumesqty 6
Name stickersqty 100

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Audio mixer
Laptop
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 4

Lighting

LED theater spotlightsqty 4
Light standsqty 2
Battery lampsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Bottle openersqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopqty 2
Cleaning bucketqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm performance rights before publishing the event or selling tickets. Rights approval can take several weeks, so do not leave it until the final production week.
Close or review registrations at least 48 hours before the performance. Use the final visitor list to prepare name stickers, check dietary requests and estimate seating, drinks and snacks.
Run a complete sound and lighting test before the audience arrives. Check both wireless microphones, active speakers, the audio mixer, LED theatre spots and backup battery lamps.
Pack props, costumes and technical equipment in separate labelled boxes. Recheck the prop box, hand puppets, costume pieces, laptop, cables, power strips and gaffer tape when they arrive at the venue.
Set up the welcome and backstage areas before opening doors. Place the cloakroom and reception points, arrange audience chairs, and leave a clear route between the entrance, seating and performance space.

Frequently asked questions

How far in advance should I organise a children’s theatre performance?: Start at least 8 to 12 weeks ahead. This gives you time to reserve the theatre, arrange performance rights, book artists and technicians, open ticket sales and handle late registrations.
When should tickets go on sale for a children’s theatre performance?: Open ticket sales around 4 to 6 weeks before the performance. Review registrations 48 hours before the event so you can finalise seating, catering, name stickers and dietary arrangements.
How early should we arrive at the theatre on show day?: Allow at least 3 hours before doors open for unloading, decor and prop setup, seating, backstage preparation, sound checks and theatre lighting. Add extra time if the venue is unfamiliar or equipment must be assembled.
How many seats should I prepare for a children’s theatre performance?: Prepare one seat for every confirmed attendee, plus 5 to 10% extra if the venue allows it. Keep a few accessible spaces clear and leave enough room for children, accompanying adults and safe movement.

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