Circus show checklist: what to arrange and when
A circus show needs more than performers and a tent. You need to lock in the venue, permissions, programme, admissions and visitor flow before you start preparing the site. This checklist covers the full run-up, including registrations, dietary requirements, volunteer roles, sound equipment, payment supplies and a backup weather plan. Use it to see what must be confirmed early and what can wait until the final days.
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
Confirm circus performers
Check permits
Confirm reservations
Prepare the program and schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Set admission prices
Create floor plan
2 people
Communicate the traffic route
Check the weather forecast
Confirm backup weather plan
2 people
Send performer information
Assign volunteers
2 people
Print the run sheet
Sort wristbands and tickets
2 people
Check materials
2 people
Check the shopping list
Do the shopping
3 people
Store drinks and snacks
2 people
Receive Circus Equipment
3 people
Inspect the grounds
2 people
Clear the site
3 people
Check power outlets
2 people
Set up circus tent
6 people
Set up artist room
2 people
Mark the public entrance
2 people
Clear emergency exits
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the cash register
2 people
Set up catering point
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set out tableware and cutlery
2 people
Hang decorations
3 people
Test the lights and sound
3 people
Set up circus props
3 people
Conduct a safety check
3 people
Instruct staff
2 people
Event
Staff the cash register
2 people
Welcome visitors
4 people
Guide visitors to their seats
3 people
Announce the program
Guide the circus performance
4 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the Catering Point Clean
2 people
Check toilets
2 people
Empty trash bins
2 people
Announce the break program
Guide the audience flow
3 people
Assist with the second performance
4 people
Turn on evening lighting
2 people
Serve evening catering
3 people
Announce evening program
Guide the third performance
4 people
Guide visitors out
4 people
Collect lost and found items
Close the register
2 people
Aftercare
Dismantle the circus equipment
6 people
Take down the circus tent
6 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the catering area
3 people
Collect waste
4 people
Clean the grounds
4 people
Inventory materials
2 people
Clean borrowed items
2 people
Return borrowed items
2 people
Store leftovers
2 people
Take waste to the collection point
2 people
Handle lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 160
- Beer tablesqty 12
- Cash desk table
- Buffet tablesqty 4
- Coat racksqty 2
- Clothes hangersqty 80
- Bollardsqty 12
- Conesqty 20
- Stoolsqty 8
- Storage boxesqty 12
- Clothes racksqty 2
Equipment
- Circus tent
- Portable speakersqty 2
- Microphoneqty 2
- Mixer
- Extension cordsqty 8
- Power stripsqty 6
- Rechargeable power banksqty 4
- Cash register
- Payment terminal
- Cash box
- Walkie-talkiesqty 6
- Coolersqty 6
- Speaker standsqty 2
- Flashlightsqty 6
- Laddersqty 2
- Hand truckqty 2
- Tool casesqty 2
- Herringqty 40
- Guy ropesqty 20
- Fire extinguishersqty 4
- First aid kitsqty 2
- Flashlightsqty 6
- Markersqty 12
- Clipboardsqty 6
- Pensqty 30
- Notepadsqty 10
- Wallet traysqty 2
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 80
- Platesqty 80
- Platesqty 180
- Dessert platesqty 180
- Forksqty 180
- Knivesqty 180
- Spoonsqty 180
- Serving spoonsqty 12
- Serving Cupsqty 12
- Thermos flasksqty 8
Kitchen
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Serving plattersqty 12
- Serving trays with lidsqty 8
- Pliersqty 8
- Ice packsqty 30
- Thermos dispensersqty 4
- Dishpanqty 2
Decorations
- Buntingqty 12
- Balloonsqty 150
- Balloon weightsqty 12
- Tableclothsqty 12
- Welcome sign
- Program postersqty 10
- Directional signsqty 12
- Fabric backdropsqty 4
- Stage drapesqty 4
- Flagsqty 20
- Directional signsqty 10
Lighting
- String lightsqty 10
- LED lampsqty 12
- Batteriesqty 24
- Outdoor lightsqty 8
- Lanternsqty 12
Cleaning
- Waste binsqty 12
- Trash bag holdersqty 8
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 4
- Dustpan and brushqty 4
- Microfiber clothsqty 20
- Hand soap dispensersqty 6
- Toilet paper holdersqty 6
- Paper towelsqty 12
- Toilet brushesqty 4
- Sanitary waste binsqty 6
- Barrier tapeqty 4
- Work glovesqty 12
Catering
- Groceries
Sports equipment
- Juggling ballsqty 12
- Juggling ringsqty 12
- Juggling pinsqty 12
- Circus Clothqty 2
- Hula hoopsqty 10
- Balance beam
- Acrobatics matsqty 6
- Crash matsqty 4
- Diabolosqty 8
- Bean bagsqty 20
- Circus sticksqty 8
- Rodeo hatsqty 12
- Prop cratesqty 6
Tips
- Confirm the date, venue and circus performers before sending invitations. Check permit requirements at the same time, because a missing approval can affect the programme and visitor capacity.
- Set the programme and schedule before printing tickets, wristbands or the run sheet. Leave clear time for arrivals, admissions, performer setup and the changeover between acts.
- Prepare the visitor flow with a floor plan, traffic route, bollards and cones. Mark where the circus tent, ticket desk, seating, buffet tables and coat racks will go before equipment arrives.
- Assign volunteers with specific roles and give them the performer information in advance. Use walkie-talkies for coordination, and make sure the admission team knows how to use the cash register, payment terminal and cash box.
- Do the final site and equipment check at least one day before the show where possible. Inspect the grounds, clear the area, test speakers and microphones, check extension cords and power strips, and confirm the backup weather plan after checking the forecast.
Frequently asked questions
- How far in advance should I organise a circus show?
- Start at least 8 to 12 weeks ahead for a public circus show. Confirm the date, venue, performers and permit requirements first; invitations and registrations can follow once those details are stable.
- When should I send invitations for a circus show?
- Send invitations around 4 to 6 weeks before the show, once the programme, location and admission prices are confirmed. Close registrations early enough to update the visitor list and collect dietary requirements before shopping.
- What should I check the day before a circus show?
- Check the grounds, tent equipment, ropes, sound system, power connections, tickets, wristbands, refreshments and payment supplies the day before. Also print the run sheet and confirm volunteer roles before the event starts.
- What do I need for a circus show in bad weather?
- Confirm a backup weather plan no later than 1 week before the show, then review it again after checking the forecast. Decide whether the show moves, changes format or is postponed, and communicate the decision to performers, volunteers and visitors as soon as possible.
Start this plan in Lizzt
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