Fairy Tale Performance Checklist

A fairy tale performance needs more than a script and costumes. This checklist takes you from setting the date and reserving the venue to checking visitor details, briefing volunteers and loading the décor. It also covers the details that are easy to leave too late: dietary requirements, costume fittings, stage lighting, route signs, microphones and chilled drinks. Work through the plan in order so the cast, crew, audience and front-of-house setup are ready before the first cue.

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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

Set the date and program
2 people
Reserve venue
Register the performance
Draft invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve equipment
Print the program
2 people
Check visitor list
2 people
Confirm cast and crew
Check the texts and cues
3 people
Try on costumes
4 people
Gather props
2 people
Check decor parts
2 people
Prepare route signs
Make name badges
2 people
Brief volunteers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Load the decor
3 people

Event

Open venue
2 people
Clear the loading area
2 people
Check the stage floor
2 people
Set up decor
4 people
Hang the backdrop
3 people
Install lighting
2 people
Set up the sound system
2 people
Test the lights and sound
3 people
Set up audience seating
4 people
Set up reception tables
2 people
Hang decorations
3 people
Set up catering
3 people
Prepare coffee and tea
2 people
Set up changing rooms
2 people
Set up props
2 people
Staff the registration table
2 people
Welcome visitors
4 people
Hand out programs
2 people
Serve drinks
3 people
Escort audience to the hall
3 people
Support the performance technically
3 people
Serve break snacks
3 people
Refill drinks
2 people
Guide the audience back to the hall
2 people
Guide the second part
3 people
Host artists after the event
2 people
Serve a late-night snack
3 people
Moderate audience questions
2 people
Refill drinks
2 people

Aftercare

Turn off the lights and sound
2 people
Pack props
3 people
Take down the décor
4 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
4 people
Retrieve supplies
2 people
Return materials
2 people
Clean and store costumes
2 people
Register lost and found items

What to bring

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

Furniture

Audience chairsqty 140
Foldable tablesqty 10
Reception deskqty 2
Bar stoolsqty 4
Clothes racksqty 3
High tablesqty 6
Stage sectionsqty 8

Decorations

Fairytale backdrop
Decorative treesqty 4
Artificial flowersqty 30
Buntingqty 12
LED wall lightsqty 8
Decorative lanternsqty 10
Golden starsqty 40
Artificial mossqty 6
Fairy-tale castle
Decorative crownqty 3
Curtainsqty 4
Balloonsqty 100

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 8
Power stripsqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 3
Light controller

Tableware

Reusable drinking glassesqty 160
Coffee cupsqty 100
Dessert platesqty 150
Pastry forksqty 150
Coffee spoonsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving traysqty 6
Kettlesqty 3
Coffee machinesqty 2
Ice cube traysqty 4
Napkin dispensersqty 4

Catering

Groceries

Theater supplies

Prop cratesqty 4
Magic wandsqty 6
Training swordsqty 3
Fairy tale booksqty 4
Hand mirrorsqty 3
Decorative keysqty 5
Artificial crownsqty 6
Costume jewelryqty 2
Treasure chest
Artificial flower bouquetsqty 5

Clothing

Princess dressesqty 3
Prince costumesqty 2
Witch cloaksqty 2
Wizard robesqty 2
Crownsqty 6
Fairy tale hatsqty 6
Wingsqty 4
Glovesqty 8
Garment coversqty 15

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Waste binsqty 8
Cleaning clothsqty 12
Hand soap dispensersqty 4
Paper towelsqty 6

Registration

Visitor listqty 2
Pensqty 20
Name badgesqty 150
Program leafletsqty 150
Ticketsqty 150
Clipboardsqty 4
Cash box
Tapeqty 6
Scissorsqty 4

Information

Directional signsqty 12
Pictogram cardsqty 8
Break sign
Program board

Safety

Cable matsqty 12
Gaffer tapeqty 6
Non-slip matsqty 8
Flashlightsqty 6
Batteriesqty 24

Transport

Transport binsqty 12
Hand trucksqty 2
Ratchet strapsqty 8

Tips

Reserve the venue and technical equipment early, then confirm that the stage sections, speakers, mixer, wireless microphones and spotlights fit the available space. Test extension cords and power strips before event day rather than discovering a missing connection during setup.
Open registrations before finalising catering, and collect dietary requirements as part of the registration process. Check the visitor list once registrations close and keep a printed copy at the reception desk.
Schedule costume fittings and a full text-and-cue check before the performance week. Gather the props, inspect the fairytale backdrop and decorative pieces, and label anything that needs to reach the venue separately.
Prepare audience chairs, reception furniture, name badges and route signs before volunteers arrive. A short briefing should cover visitor check-in, seating, questions about the programme and who handles late arrivals.
Buy shelf-stable supplies first and collect fresh produce close to the event. Chill drinks in time for service, check that reusable drinking glasses are clean, and load the décor so fragile items such as lanterns, artificial flowers and the decorative crown are protected.

Frequently asked questions

How far in advance should I organise a fairy tale performance?: Start at least 8 to 12 weeks before the performance. Use the first weeks to set the date, reserve the venue, register the performance, book catering and reserve equipment; leave the final week for confirmations, rehearsals and packing.
When should I send invitations for a fairy tale performance?: Send invitations 4 to 6 weeks before the event and keep registrations open for at least 2 weeks. Set a clear closing date so you can process the visitor list, collect dietary requirements and confirm catering quantities.
How many microphones and speakers do I need for the performance?: The number depends on the cast and venue, but check every speaking role and presenter before reserving equipment. Allow at least one microphone per simultaneous speaker, plus stands or working wireless units, and test the complete sound setup during a rehearsal.
When should costumes and props be checked?: Try on costumes and inspect all props 7 to 10 days before the performance. Repeat a final check after the last rehearsal, including the texts, cues, fairytale backdrop, decorative parts and any item that must be loaded for transport.

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.