How to organise a children's theatre performance

A children’s theatre performance needs more than a booked show and a room full of chairs. Start by confirming the theatre company, venue, audience capacity and registration process, then work forward from the performance time. Dietary information, access arrangements and technical requirements are easy to leave until the last week. On the day, keep the play area clear, test sound and lighting before guests arrive, and give performers a calm welcome point away from the audience.

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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
Reserve the show and venue
2
Confirm the theater company
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Check visitor list
7
Print the program
8
Check the shopping list
9
Do the shopping
2 people
10
Gather decorations and materials
2 people
11
Prepare snacks
2 people
12
Chill drinks
13
Open venue
2 people
14
Check rooms
2 people
15
Set up chairs
3 people
16
Set up tables
2 people
17
Clear the play area
3 people
18
Hang up decorations
2 people
19
Set up the reception table
2 people
20
Set up the catering table
2 people
21
Lay out the programs
22
Set up the cloakroom
2 people
23
Test the sound and lighting
2 people
24
Set up props
2 people

Event

25
Welcome performers
2 people
26
Open the doors
2 people
27
Welcome visitors
3 people
28
Check tickets and reservations
2 people
29
Guide children to their seats
3 people
30
Announce the performance
31
Assist the performance
2 people
32
Refill drinks
2 people
33
Serve snacks
2 people
34
Lead the break
3 people
35
Escort the children to the exit
3 people
36
See off the artists

Aftercare

37
Collect tableware
2 people
38
Collect waste
2 people
39
Remove decorations
2 people
40
Clear away chairs and tables
3 people
41
Clear the play area
2 people
42
Wash dishes
2 people
43
Clean the venue
3 people
44
Retrieve supplies
2 people
45
Return borrowed materials
46
Check lost and found items

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Stoolsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 30
Serving plattersqty 8
Serving tongsqty 4

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 3

Decorations

Balloonsqty 80
Buntingqty 8
Stage curtain
Tableclothsqty 8
Red carpet
Sticky tackqty 4
Bollardsqty 6
Directional signsqty 8

Kitchen

Cutting boardsqty 3
Knivesqty 4
Water jugsqty 6
Thermos flasksqty 4
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the venue and show details first, then open registrations. Close registration early enough to check the visitor list, collect dietary requirements and print the programme before the event day.
Plan the room around the performance, not the catering. Leave a clearly marked play area, position chairs so children can see the stage, and keep tables and serving equipment outside the main audience flow.
Allow at least 60 minutes before doors open for setup. Use this time to check the rooms, arrange the cloakroom and reception table, place directional signs, and test microphones, speakers, lighting and extension cords.
Prepare refreshments in a separate area and chill drinks before guests arrive. Count reusable cups, plates and cutlery, and keep water jugs, thermos flasks and serving utensils ready so the interval does not become a queue.
Give the performers a named contact and a quiet arrival route. Welcome the company before the audience enters, confirm where props and the stage curtain go, and resolve sound or lighting issues before the first families take their seats.

Frequently asked questions

How far in advance should I book a children's theatre performance?: Aim to confirm the theatre company and venue at least 8 to 12 weeks ahead. This gives you time to open registrations, print materials and resolve technical or access requirements.
How long before the show should the venue be opened?: Open the venue at least 60 minutes before the audience arrives, and allow 90 minutes if you need to set up chairs, tables, decorations, refreshments and stage equipment from scratch.
When should I collect dietary requirements for a children's theatre event?: Ask for dietary requirements during registration and set a deadline 7 to 10 days before the performance. Use the final visitor list to check quantities and label suitable snacks before serving.
How early should performers arrive for a children's theatre show?: Ask the theatre company to arrive at least 45 minutes before the start time. They need time to unload props, check the stage area and complete a sound and lighting check without an audience present.

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