Children’s Theatre Performance Checklist

Use this checklist to organise a children’s theatre performance from the first booking to the final welcome. It follows the practical order: secure the show and venue, manage registrations, prepare the audience area, and finish the room and technical checks before performers arrive. Allow extra time for dietary information, seating, cloakroom arrangements and sound testing. On the day, keep the play area clear and make sure signs, programmes, refreshments and props are ready before families enter.

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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

Reserve the show and venue
Confirm the theater company
Send invitations
2 people
Process registrations
Collect dietary requirements
Check visitor list
Print the program
Check the shopping list
Do the shopping
2 people
Gather decorations and materials
2 people
Prepare snacks
2 people
Chill drinks
Open venue
2 people
Check rooms
2 people
Set up chairs
3 people
Set up tables
2 people
Clear the play area
3 people
Hang up decorations
2 people
Set up the reception table
2 people
Set up the catering table
2 people
Lay out the programs
Set up the cloakroom
2 people
Test the sound and lighting
2 people
Set up props
2 people

Event

Welcome performers
2 people
Open the doors
2 people
Welcome visitors
3 people
Check tickets and reservations
2 people
Guide children to their seats
3 people
Announce the performance
Assist the performance
2 people
Refill drinks
2 people
Serve snacks
2 people
Lead the break
3 people
Escort the children to the exit
3 people
See off the artists

Aftercare

Collect tableware
2 people
Collect waste
2 people
Remove decorations
2 people
Clear away chairs and tables
3 people
Clear the play area
2 people
Wash dishes
2 people
Clean the venue
3 people
Retrieve supplies
2 people
Return borrowed materials
Check lost and found items

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Stoolsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 30
Serving plattersqty 8
Serving tongsqty 4

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 3

Decorations

Balloonsqty 80
Buntingqty 8
Stage curtain
Tableclothsqty 8
Red carpet
Sticky tackqty 4
Bollardsqty 6
Directional signsqty 8

Kitchen

Cutting boardsqty 3
Knivesqty 4
Water jugsqty 6
Thermos flasksqty 4
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the theatre company, venue access and performance requirements before sending invitations. Ask when performers need to arrive and allow at least 60 minutes for setup and sound checks.
Close registrations at least 3 days before the performance so you can check the visitor list, collect dietary requirements and prepare enough seating, programmes and refreshments.
Set up the reception table and cloakroom near the entrance, with directional signs visible from outside. Keep the play area and performer route free of coats, tables and loose equipment.
Test microphones, speakers, lighting, extension cords and power strips before guests arrive. Keep flashlights available and tape or secure cables so children cannot trip over them.
Prepare drinks, snacks, cups, plates and serving utensils before opening the venue. Chill cold drinks in advance, while coffee, tea and hot water can be kept ready in thermos flasks or prepared shortly before arrival.

Frequently asked questions

How far in advance should I book a children's theatre performance?: Book the theatre company and venue as early as their schedules require, then set the invitation date only after both are confirmed. Close registrations at least 3 days before the show so you have time to check numbers and dietary requirements.
How many chairs do I need for a children's theatre performance?: Provide one chair for each registered audience member who needs a seat, plus a small reserve for late changes. Finalise the layout after registrations close, and leave the play area and performer access route clear.
When should I set up the room for a children's theatre show?: Start room setup at least 60 minutes before doors open. Complete chairs, tables, cloakroom, decorations, programmes and refreshments first, then test sound and lighting and welcome performers before guests arrive.
What should I check before children arrive at the theatre?: Check the visitor list, room access, seating, clear play area, props, signs, refreshments and cloakroom. Test microphones, speakers and lighting at least 30 minutes before opening, and secure every cable and power connection.

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