How to organise a fairy tale show

A fairy tale show needs more than costumes and a stage: you are coordinating performers, scripts, props, technical equipment, food and guests. Start by booking the venue and fixing the show schedule, then work backwards from opening time. Guest registrations and dietary requirements affect catering, while costumes, microphones and lighting need separate checks before the audience arrives. Leave enough time on the day to build the stage, test the sound and arrange the buffet without rushing.

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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 venue
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Order catering
6
Reserve equipment
7
Print the run sheet
8
Print texts and scripts
2 people
9
Check props
2 people
10
Lay out costumes
2 people
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Prepare snacks
3 people
14
Folding program booklets
2 people
15
Make name badges
16
Charge equipment
17
Check the weather forecast

Event

18
Open venue
2 people
19
Build stage sections
4 people
20
Hang backdrop
3 people
21
Connect lighting and sound
3 people
22
Hang up decorations
3 people
23
Set up tables
3 people
24
Set up chairs
4 people
25
Set up the catering buffet
3 people
26
Set up the registration desk
2 people
27
Set up props
2 people
28
Distribute costumes
2 people
29
Test the equipment
3 people
30
Have performers change clothes
2 people
31
Check public area
2 people
32
Open the doors
3 people
33
Welcome visitors
4 people
34
Distribute program
2 people
35
Perform the fairy tale show
8 people
36
Serve break drinks
4 people
37
Refill drinks
2 people
38
Serve snacks
3 people
39
Perform the second show
8 people
40
See visitors out
3 people
41
Close the cash register and entrance
2 people

Aftercare

42
Collect costumes
2 people
43
Gather props
2 people
44
Wash dishes
3 people
45
Collect waste
3 people
46
Remove decorations
3 people
47
Dismantle lights and sound
3 people
48
Clear tables and chairs
4 people
49
Clean the venue
4 people
50
Return materials
2 people
51
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

Set the show schedule before sending invitations. Include arrival, registration, costume changes, rehearsal, doors opening and the performance start, then print a run sheet for the people working on the day.
Close registrations several days before the show and record dietary requirements in one place. Use the final number of guests to confirm catering, seating, name badges and reusable cups.
Check every costume, prop, script and backdrop at least one day beforehand. Lay costumes out by performer or scene so a missing item is found before the venue opens.
Allow at least 90 minutes before guest arrival for stage sections, backdrop, tables, chairs, decorations and the catering buffet. Build in extra time if the venue does not allow early access.
Charge the laptop, wireless microphones and other equipment overnight, then test the mixer, active speakers, audio cables, lighting and projector at the venue. Keep extension cords, power strips and gaffer tape together so technical problems do not delay the show.

Frequently asked questions

How far in advance should I book a venue for a fairy tale show?: Book the venue as soon as you have a likely date, preferably at least 6–8 weeks ahead. Confirm access hours, stage space, power points, tables, chairs and the time available for setup before you pay or send invitations.
When should I send invitations for a fairy tale show?: Send invitations 4–6 weeks before the show and set a registration deadline around 10–14 days before it. This gives you time to process registrations, collect dietary requirements and confirm catering and seating.
How much setup time does a fairy tale show need?: Allow at least 90 minutes for a basic setup and 2–3 hours if you are assembling stage sections, hanging a backdrop, connecting sound and lighting, and decorating the room. Add a short technical check after the physical setup is complete.
What should I check on the day of a fairy tale show?: Check the weather forecast, open the venue, test sound and lighting, inspect props and costumes, and confirm the run sheet before guests arrive. Finish the buffet, name badges and entrance table at least 30 minutes before doors open.

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.