Fairy Tale Show Checklist

A fairy tale show needs more than costumes and a backdrop. You need to confirm the venue, manage registrations and dietary requirements, prepare scripts and props, and test sound and lighting before guests arrive. This checklist puts the work in a practical order, from early bookings to opening the venue. It also covers details that are easy to leave until the last minute, such as charging equipment, chilling drinks and printing the run sheet.

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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 venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Reserve equipment
Print the run sheet
Print texts and scripts
2 people
Check props
2 people
Lay out costumes
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Folding program booklets
2 people
Make name badges
Charge equipment
Check the weather forecast

Event

Open venue
2 people
Build stage sections
4 people
Hang backdrop
3 people
Connect lighting and sound
3 people
Hang up decorations
3 people
Set up tables
3 people
Set up chairs
4 people
Set up the catering buffet
3 people
Set up the registration desk
2 people
Set up props
2 people
Distribute costumes
2 people
Test the equipment
3 people
Have performers change clothes
2 people
Check public area
2 people
Open the doors
3 people
Welcome visitors
4 people
Distribute program
2 people
Perform the fairy tale show
8 people
Serve break drinks
4 people
Refill drinks
2 people
Serve snacks
3 people
Perform the second show
8 people
See visitors out
3 people
Close the cash register and entrance
2 people

Aftercare

Collect costumes
2 people
Gather props
2 people
Wash dishes
3 people
Collect waste
3 people
Remove decorations
3 people
Dismantle lights and sound
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 90
Stage sectionsqty 6
Clothes racksqty 3
Buffet tablesqty 3
Entrance table

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Mixer
Laptop
Audio cablesqty 6
Power stripsqty 6
Extension cordsqty 8
Slide projector
Clothes steamers
Clothes hangersqty 30
First aid kit
Flashlightsqty 4

Lighting

LED floodlightsqty 6
Atmosphere lightsqty 10
Batteriesqty 24

Decorations

Backdrop cloth
Fairytale bannersqty 6
Artificial flowersqty 20
Star hangersqty 30
Balloonsqty 100
Balloon pumpqty 2
Fairy tale booksqty 8
Decorative cratesqty 3
LED candlesqty 24
Decorative ribbonqty 6
Adhesive hooksqty 30
Gaffer tapeqty 4
Costume clothingqty 12
Princess dressesqty 3
Crownsqty 6
Magic wandsqty 6
Fairy tale masksqty 8
Costume accessoriesqty 20

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Serving plattersqty 10
Serving tongsqty 6
Water jugsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Measuring cupsqty 2
Kitchen towelsqty 8
Oven mittsqty 2
Corkscrewqty 2

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mop setqty 2

Catering

Groceries

Tips

Book the venue and equipment before sending invitations, then allow time to process registrations and collect dietary requirements. Catering quantities are much easier to confirm once you have a final guest count.
Print the run sheet, scripts and texts before event day, and keep spare copies at the entrance and backstage. Last-minute printing is risky if the laptop, printer or venue internet is unavailable.
Check every prop and costume at least one day before the show. Lay out costumes on clothes racks and group props by scene so performers are not searching during a changeover.
Charge the laptop, wireless microphones and lighting batteries overnight, then test the mixer, speakers, cables and extension cords before guests arrive. Keep gaffer tape available to secure cables safely.
Set up the stage, backdrop, lighting, decorations and buffet in that order where possible. Chilling drinks and preparing snacks earlier leaves less work during the final hour before doors open.

Frequently asked questions

How far in advance should I organise a fairy tale show?: Start booking the venue and equipment at least 6 to 8 weeks ahead. Send invitations once the date, venue and basic schedule are confirmed, then set a registration deadline around 10 to 14 days before the show.
When should I collect dietary requirements for a fairy tale show?: Ask for dietary requirements when guests register, not after catering has been ordered. Close the request at least 7 days before the event so the caterer has time to adjust the menu.
What should I check before opening the venue?: Allow 2 to 3 hours for stage sections, the backdrop, tables, chairs, buffet, decorations, sound and lighting. Test every microphone and playback source, check the printed scripts and run sheet, and confirm that costumes and props are in place before doors open.
How much technical equipment is needed for a fairy tale show?: Plan for at least one active speaker, a mixer, the required microphones, a laptop or playback device, audio cables, power strips and extension cords. Test the complete setup 1 to 2 hours before the audience arrives rather than checking individual items only.

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.