Easter performance checklist

An Easter performance depends on more than rehearsing the script. You need a clear show schedule, confirmed venue, assigned roles, costumes, props and a technical setup that works before visitors arrive. This checklist takes you from the first date and location decisions through registrations, catering and the final rehearsal. Use the deadlines to avoid the details that are often left until the last week, such as dietary requirements, visitor numbers, microphones and printed programs.

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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

Confirm date and location
2 people
Set the show schedule
3 people
Distribute the script and roles
3 people
Create rehearsal schedule
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Confirm venue booking
Book catering
2 people
Reserve equipment
2 people
Develop the decor design
3 people
Create the props list
2 people
Buy Easter decorations
2 people
Purchase props
2 people
Try on costumes
4 people
Schedule technical rehearsal
3 people
Design program booklet
2 people
Print program booklets
2 people
Hold final rehearsal
8 people
Close registrations
Confirm visitor count
2 people
Confirm catering quantities
2 people
Brief volunteers
3 people
Check the shopping list
2 people
Do the shopping
2 people
Set out clothing and props
3 people
Folding program booklets
3 people

Event

Open venue
2 people
Inspect hall and foyer
2 people
Clear the stage and play area
3 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up decor
4 people
Set up props
3 people
Test the lights and sound
3 people
Prepare coffee and tea
3 people
Set out snacks
3 people
Chill drinks
2 people
Place the schedule and route sign
2 people
Set up changing rooms
2 people
Artist dressing rooms
4 people
Carry out final technical check
3 people
Welcome the audience
4 people
Hand out program booklets
2 people
Assist the performance
4 people
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Assist with the second performance
4 people
Guide the audience to the exit
3 people
Set up the evening reception
3 people
Serve evening snacks
4 people
Refill coffee and tea
2 people
Refill drinks
2 people
Moderate audience questions
2 people
See the crowd off
3 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Clean the kitchen
3 people
Clean the room
4 people
Dismantle the decor
4 people
Pack props
3 people
Switch off the equipment
2 people
Put furniture back
4 people
Lock up the venue
2 people
Return rental items
2 people
Wash and store costumes
2 people
Store decor and props
3 people
Return borrowed items
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Reception deskqty 2
Clothes racksqty 3
Coat hangersqty 100

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Serving tongsqty 6

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Laptop
Presentation clicker

Lighting

Stage spotlightsqty 4
LED string lightsqty 6

Decorations

Easter flagsqty 8
Artificial flowersqty 20
Decorative Easter branchesqty 6
Plastic Easter eggsqty 80
Tableclothsqty 10
Easter figurinesqty 12
Chalkboardsqty 3
Directional signsqty 6
Costume accessoriesqty 20
Backdrop clothqty 2

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, location and show schedule before assigning roles or sending invitations. Leave enough time for arrivals, seating, the performance, refreshments and clearing the room.
Give performers the script and roles early, then build a rehearsal schedule around the full cast. Arrange the costume try-on and technical rehearsal before the final rehearsal, not on performance day.
Close registrations before confirming catering quantities. Recheck the visitor count and dietary requirements together so plates, cutlery, drinks and serving equipment match the final numbers.
Test every technical item in the venue, including wireless microphones, speakers, mixer, spotlights, extension cords and power strips. Run the test with the actual stage layout and keep spare connection time in the schedule.
Finish props, Easter decorations, costumes and program booklets before the final rehearsal. Brief volunteers on reception, coats, seating, refreshments and equipment so performers are not pulled away from backstage tasks.

Frequently asked questions

How far in advance should I plan an Easter performance?: Start planning at least 8 to 12 weeks before the performance. Confirm the date and venue first, then allow time for invitations, registrations, rehearsals, costumes, props and technical checks.
When should I close registrations for an Easter performance?: Close registrations about 7 days before the performance, or earlier if your caterer needs more notice. Use the final count to confirm catering quantities, seating and dietary requirements.
How many rehearsals does an Easter performance need?: Plan at least 3 rehearsals: one for the script and roles, one including costumes and props, and a final rehearsal in the performance space. Add a separate technical rehearsal if microphones, speakers, lighting or a presentation are involved.
When should I print the Easter performance programs?: Print the program booklets 3 to 5 days before the performance, after the schedule, cast and running order are final. Keep a small extra quantity for late registrations or damaged copies.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.