How to organise a children's theatre performance

Start by fixing the audience, production and venue before sending invitations. Then secure performance rights, artists and technical support, and open ticket sales only when you know the room capacity and schedule. During the final week, check registrations, dietary needs, props, costumes and equipment together rather than separately. On the day, allow time for the audience area, reception, backstage space, sound and lighting to be tested before families arrive.

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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

1
Defining the presentation and target audience
2 people
2
Reserve theater venue
3
Arrange performance rights
4
Book artists and technicians
5
Send invitations
2 people
6
Open ticket sales
7
Process registrations
8
Collect dietary requirements
9
Check visitor list
10
Inspect venue and audience areas
2 people
11
Do the shopping
2 people
12
Print tickets and signage
13
Check props
2 people
14
Test and charge equipment
2 people
15
Prepare catering
3 people
16
Pack materials and costumes
2 people

Event

17
Bring materials to the venue
3 people
18
Set up audience seating
3 people
19
Set up tables for reception
2 people
20
Set up decor and props
3 people
21
Connect the sound system
2 people
22
Set up theater lighting
2 people
23
Set up backstage dressing room
2 people
24
Set up the cloakroom and reception
2 people
25
Set out drinks and snacks
3 people
26
Conduct a safety check
2 people
27
Welcome performers
28
Technical dress rehearsal
4 people
29
Brief crowd guides
2 people
30
Open the doors
3 people
31
Check tickets
2 people
32
Guide visitors to their seats
3 people
33
Serve drinks and snacks
3 people
34
Announce the performance
35
Operate lighting and sound
2 people
36
Guide the audience during the performance
2 people
37
Refill drinks
2 people
38
Guide the meet-and-greet
3 people
39
Guide visitors to the exit
3 people
40
Collect lost property

Aftercare

41
Dismantle props and costumes
3 people
42
Dismantle sound and lighting equipment
2 people
43
Wash dishes and kitchen equipment
3 people
44
Collect and sort waste
2 people
45
Clean the audience area
3 people
46
Check and clean toilets
2 people
47
Leave the venue tidy
2 people
48
Inventory materials
2 people
49
Return borrowed materials
2 people
50
Handle lost and found
51
Send visitors a thank-you message

What to bring

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

Furniture

Audience chairsqty 80
Foldable tablesqty 6
Clothes racksqty 2
Coat racksqty 2
Stoolsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Cutlery setsqty 80
Coffee cupsqty 30
Serving plattersqty 8
Pitcherqty 6

Decorations

Decorative panelsqty 4
Backdrop cloth
Colorful garlandsqty 8
Balloonsqty 60
Prop boxqty 2
Hand puppetsqty 6
Costumesqty 6
Name stickersqty 100

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Audio mixer
Laptop
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 4

Lighting

LED theater spotlightsqty 4
Light standsqty 2
Battery lampsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 6
Bottle openersqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopqty 2
Cleaning bucketqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the room capacity before opening ticket sales. Count usable audience chairs, leaving clear access routes and space for children who may need an accompanying adult.
Arrange performance rights before advertising the show. Rights approval can take longer than expected, so do not treat it as a final paperwork check.
Plan a technical test before doors open, including the active speakers, wireless microphones, mixer, laptop, LED theatre spots and all extension cables. Charge battery-powered equipment the night before.
Pack props, hand puppets and costumes in labelled containers, then check them against the running order. A missing small prop can delay an entire children's performance.
Finish reception and backstage setup before the first family arrives. Place name stickers, tickets, signage, cloakroom equipment, drinks and snacks where one person can manage them without leaving the entrance unattended.

Frequently asked questions

How far in advance should I organise a children's theatre performance?: Start venue, rights and artist arrangements at least 8 to 12 weeks ahead. Open ticket sales only after the venue capacity, performance time and essential staffing are confirmed.
How many chairs do I need for a children's theatre performance?: Use the confirmed guest list and provide one chair per attending person, including adults accompanying children. Keep access routes clear and check the final layout during the venue inspection at least 1 week before the show.
When should I test the sound and lighting for a children's theatre show?: Do a full sound and lighting test on the day before the performance if possible, then repeat a shorter check at least 2 hours before doors open. Test microphones, speakers, the mixer, laptop, spots and backup lighting.
When should I send invitations for a children's theatre performance?: Send invitations once the venue, performance rights, artists and start time are confirmed, usually 4 to 6 weeks before the show. Close or review registrations several days beforehand so you can prepare seating, dietary information and reception supplies.

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