How to organise a ballet performance from first rehearsal to curtain call

Organising a ballet performance means coordinating dancers, costumes, music, lighting, audience seating and front-of-house support in one timed plan. Start by confirming the venue and date, then build the show schedule and running order before sending invitations or opening registrations. Work backwards from the performance to allow time for costume alterations, technical rehearsals and printing the programme. The details most often missed are dancer availability, dietary requirements, power connections and clear routes for the audience.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and venue
2
Set the show schedule
2 people
3
Draw up the running order
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Make reservations
8
Send the program to the printer
9
Update ticket sales list
10
Check the dancers list
11
Inventory the costumes
2 people
12
Alter costumes
2 people
13
Check decorations
2 people
14
Check music files
15
Develop lighting plan
2 people
16
Work out the stage layout
2 people
17
Develop audience routing
2 people
18
Schedule volunteers
19
Order catering
20
Rehearse the technical setup
3 people
21
Collect program booklets
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Lay out costumes
3 people
25
Label set pieces
2 people
26
Set out the tech kit
3 people
27
Mark the room layout
2 people
28
Prepare entrance desk
2 people
29
Set up the stage
4 people
30
Hang lights
3 people
31
Connect sound equipment
3 people
32
Set up audience seating
4 people
33
Set up decor
3 people
34
Set up backstage
3 people
35
Set up changing rooms
2 people
36
Organize costumes by scene
3 people
37
Clean the stage floor
2 people
38
Perform the technical sound check
3 people
39
Test lighting settings
2 people

Event

40
Welcome dancers
2 people
41
Welcome the audience
4 people
42
Hand out programs
2 people
43
Check tickets
2 people
44
Staff the cloakroom
2 people
45
Handle the opening of the show
46
Carry out first part
12 people
47
Oversee costume changes
4 people
48
Operate sound and lighting
2 people
49
Serve drinks
4 people
50
Refill drinks
2 people
51
Keep the break room clean
2 people
52
Guide the audience back to the hall
3 people
53
Carry out the second part
12 people
54
Lead the final
4 people
55
Organize applause moment
3 people
56
Guide the audience to the exit
4 people
57
Finish coat check
2 people
58
Provide dancers with a meal
3 people

Aftercare

59
Collect costumes
3 people
60
Take down the décor
3 people
61
Take down lighting equipment
3 people
62
Tear down audio equipment
3 people
63
Put the chairs back
4 people
64
Wash dishes
3 people
65
Collect waste
2 people
66
Clean the room
3 people
67
Clean backstage
2 people
68
Store equipment safely
3 people
69
Check borrowed materials
2 people
70
Return materials
2 people
71
Clean and store costumes
3 people
72
Store leftover stock
2 people

What to bring

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

Furniture

Audience chairsqty 180
Bistro tablesqty 12
Entrance table
Changing room chairsqty 24
Clothes racksqty 8
Foldable tablesqty 8
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Laptop charger
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
Control panel
LED string lightsqty 4

Decorations

Backdropqty 2
Stage drapesqty 4
Decorative panelsqty 6
Flower arrangementsqty 6
Entrance sign
Directional signsqty 6

Tableware

Water glassesqty 220
Coffee cupsqty 80
Platesqty 80
Platesqty 80
Forksqty 100
Dessert spoonsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Storage binsqty 12
Serving bowlsqty 12

Catering

Program bookletsqty 200
Name stickersqty 80
Napkinsqty 250
Clothing coversqty 40
Clothing labelsqty 80
Wristbandsqty 200
Tea towelsqty 12
Ice packsqty 12
Groceries

Cleaning

Vacuum cleaner
Mop headsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4
Disinfectant sprayqty 4
Clothes rollerqty 6
Laundry basketsqty 6
Glovesqty 12
Litter pickersqty 2

Tips

Confirm the venue layout before planning seating or staging. Mark the stage, changing rooms, entrance, audience chairs and volunteer positions, then check that the audience route does not cross the dancers’ route.
Set the running order before printing invitations or programme booklets. Keep a final version ready before sending it to the printer, because late changes affect timings, announcements and music files.
Check costumes in one inventory several weeks before the performance. Record missing pieces, schedule alterations and lay out each dancer’s costume in labelled groups before the technical rehearsal.
Test the full technical setup in the venue, not just at home. Connect the laptop, charger, mixer, speakers, microphones, extension cords, power strips, spotlights and control panel, then tape down cable routes with gaffer tape.
Plan front-of-house work by time slot rather than asking for general help. Assign volunteers to registration, audience routing, programme distribution, refreshments and clearing waste, and order catering only after registrations and dietary requirements are checked.

Frequently asked questions

How far in advance should I organise a ballet performance?: Begin at least 8 to 12 weeks before the performance. Confirm the date and venue first, then allow several weeks for registrations, costume alterations, programme printing and technical planning.
When should I finalise the running order for a ballet show?: Aim to finalise it 3 to 4 weeks before the performance, before the programme goes to print. Leave a short final-check window for music files, dancer availability and any timing changes.
How long before the show should the technical rehearsal take place?: Schedule the full technical rehearsal 1 to 2 days before the performance, with enough time to test lighting, sound, microphones, stage layout and audience routing. Run every transition at least once in show order.
How many volunteers are needed for a ballet performance?: For a small performance, plan on at least 4 to 6 volunteers: two for the entrance and registrations, one or two for audience routing, and one or two for programmes and refreshments. Add more if the venue has separate entrances or changing-room supervision.

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.