How to organise a benefit performance from start to finish
Start by fixing the fundraising goal, the charity you will support and the amount you need to cover in costs. Then secure the venue and performance programme before you announce the event or open ticket sales. Work through performers, permits, sponsors, catering, equipment and volunteers in that order. In the final week, print the run sheet and visitor list, confirm registrations and check every technical and serving item on site.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Record the goal and proceeds
2 people
- 2
Reserve venue
- 3
Record performance and program
3 people
- 4
Confirm performers
2 people
- 5
Check permits
- 6
Announce the charity
2 people
- 7
Prepare the budget
2 people
- 8
Approach sponsors
3 people
- 9
Design promotional materials
2 people
- 10
Open ticket sales
2 people
- 11
Send invitations
3 people
- 12
Publish on social media
2 people
- 13
Distribute posters
4 people
- 14
Process registrations
2 people
- 15
Collect dietary requirements
- 16
Order catering
2 people
- 17
Reserve equipment
2 people
- 18
Recruit volunteers
2 people
- 19
Assign volunteer tasks
2 people
- 20
Print the run sheet
- 21
Print the visitor list
- 22
Do the shopping
3 people
- 23
Chill drinks
2 people
- 24
Prepare snacks
3 people
- 25
Collect materials
3 people
- 26
Pick up the equipment
2 people
- 27
Open venue
2 people
- 28
Clean the room
3 people
- 29
Clear the stage
3 people
- 30
Set up the stage
4 people
- 31
Connect sound equipment
3 people
- 32
Connect lighting equipment
2 people
- 33
Set up chairs
4 people
- 34
Set up tables
3 people
- 35
Hang up decorations
3 people
- 36
Set up the entrance
2 people
- 37
Set up donation table
2 people
- 38
Set up the catering buffet
4 people
- 39
Test the equipment
3 people
- 40
Rehearse the performance
8 people
- 41
Give volunteer briefing
2 people
Event
- 42
Welcome performers
2 people
- 43
Open the doors
3 people
- 44
Welcome visitors
4 people
- 45
Check tickets
3 people
- 46
Hand out programs
2 people
- 47
Serve coffee and tea
3 people
- 48
Refill drinks
2 people
- 49
Serve snacks
3 people
- 50
Handle the opening
- 51
Facilitate the first performance
4 people
- 52
Take care of the break
4 people
- 53
Register donations
2 people
- 54
Assist with the second performance
4 people
- 55
Restock the buffet
3 people
- 56
Serve the meal
4 people
- 57
Assist performers
2 people
- 58
Guide the third performance
4 people
- 59
Give thanks
- 60
Serve the final drinks round
3 people
- 61
Wave goodbye to visitors
3 people
- 62
Secure donation money
2 people
Aftercare
- 63
Collect tableware
3 people
- 64
Take down the buffet
3 people
- 65
Collect waste
3 people
- 66
Dismantle furniture
4 people
- 67
Switch off the equipment
3 people
- 68
Remove decorations
3 people
- 69
Wash dishes
3 people
- 70
Clean the room
4 people
- 71
Clean the restrooms
2 people
- 72
Hand over the venue
2 people
- 73
Return equipment
2 people
- 74
Store leftover stock
2 people
- 75
Check the donation amount
2 people
- 76
Transfer Proceeds
2 people
- 77
Send thank-you message
2 people
- 78
Publish results
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 120
- Tablesqty 12
- Stage sectionsqty 6
- Dressing room tablesqty 2
- Changing room chairsqty 8
- Clothes racksqty 2
Tableware
- Coffee cupsqty 120
- Glassesqty 150
- Platesqty 130
- Forksqty 130
- Knivesqty 130
- Spoonsqty 130
- Serving traysqty 8
- Pitchersqty 8
Equipment
- Microphonesqty 4
- Speakersqty 2
- Mixer
- Microphone standsqty 4
- Extension cordsqty 8
- Power stripsqty 8
- Projector
- Projection screen
Lighting
- Theatre spotlightsqty 6
- Light standsqty 3
- Atmosphere lightsqty 8
Decorations
- Backdrop cloth
- Tableclothsqty 12
- Balloonsqty 100
- Flower arrangementsqty 6
- Postersqty 20
- Program boardsqty 4
Catering
- Coolersqty 4
- Coffee machinesqty 3
- Kettlesqty 2
- Food warmersqty 4
- Chafing dishesqty 4
- Buffet tongsqty 8
- Serving jugsqty 6
- Ice packsqty 16
- Groceries
Kitchen
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Storage binsqty 12
- Aluminum foilqty 3
- Cling filmqty 3
- Napkin holdersqty 12
Information
- Ticket rollsqty 2
- Programsqty 130
- Name stickersqty 150
- Markersqty 12
- Pensqty 20
- Clipboard foldersqty 4
Payment
- Cash boxesqty 2
- Card machinesqty 2
- Donation boxesqty 4
- Receipt blocksqty 4
Safety
- Flashlightsqty 4
- Batteriesqty 24
- Cable matsqty 12
- Gaffer tapeqty 6
Cleaning
- Vacuum cleaner
- Mopsqty 3
- Bucketsqty 3
- Broom setsqty 2
- Cleaning clothsqty 20
- Toilet brushesqty 3
- Hand soap dispensersqty 4
Tips
- Set the financial target before booking extras: record the expected proceeds, venue costs, catering, equipment and promotion so ticket sales and sponsorship have a clear purpose.
- Confirm the programme and performers before designing posters or publishing online. Leave at least two weeks for changes to the running order, performer availability or technical requirements.
- Check permits and venue access early, especially if you need stage sections, theatre spotlights, amplified sound or a projector. Test microphones, speakers, the mixer, extension cords and power strips during the setup period rather than on show day.
- Close registrations with enough time to collect dietary requirements and order catering. For the final week, print the visitor list, assign volunteer tasks and give the front-of-house team a simple check-in process.
- Prepare the room in a fixed sequence: place chairs and tables, build the stage, set up sound and lighting, then arrange dressing-room furniture and refreshments. Chill drinks and prepare snacks after the serving area is ready, not hours before volunteers arrive.
Frequently asked questions
- When should I start organising a benefit performance?
- Start at least 8 to 12 weeks before the performance. Book the venue and confirm the programme first, then allow time for permits, sponsorship, promotion, ticket sales, catering and volunteer planning.
- How do I set a fundraising target for a benefit performance?
- Record the amount you want to donate separately from the event costs. Add venue, equipment, promotion and catering costs, then set ticket and sponsor targets high enough to cover those costs before calculating the expected proceeds.
- When should I open ticket sales for a benefit performance?
- Open ticket sales once the venue, charity, programme and main performers are confirmed, usually 4 to 6 weeks before the event. Close or review registrations early enough to collect dietary requirements and order catering accurately.
- How many volunteers do I need for a benefit performance?
- Plan separate cover for check-in, seating, refreshments, performer support and setup or pack-down. Assign tasks at least one week beforehand and print the run sheet and visitor list so volunteers are not relying on last-minute instructions.
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