How to organise a musical performance

Start by fixing the performance date, venue and show schedule before confirming the cast and crew. Then work backwards from opening night: book rehearsal space and technical equipment, complete the script and cue list, and open ticket sales early enough to track registrations. The final weeks should focus on choreography, costumes, props and a full technical run-through. Front-of-house details such as numbered seats, coat check, catering, programmes and crew badges are easy to leave until the last day, so give them their own deadline.

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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
Set the date and venue
2 people
2
Set the show schedule
3 people
3
Confirm cast and crew
2 people
4
Reserve rehearsal space
5
Reserve technical equipment
2 people
6
Reserve catering and coat check
2 people
7
Check permits and insurance
2 people
8
Send invitations
2 people
9
Open ticket sales
2 people
10
Distribute promotional materials
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Collect cast information
2 people
14
Record cast and understudies
2 people
15
Gather music files
2 people
16
Finalize the script and cue list
3 people
17
Check decor and props
3 people
18
Try on costumes
4 people
19
Repair and label costumes
2 people
20
Run through the choreography
8 people
21
Hold a technical run-through
8 people
22
Set up audience seating
2 people
23
Prepare Seat Numbering
2 people
24
Print program booklets
2 people
25
Make crew name badges
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Load the decor and props
4 people
30
Load equipment and cables
3 people

Event

31
Open venue
2 people
32
Register the artists
2 people
33
Ventilate the audience area
2 people
34
Build stage sections
5 people
35
Set up decor
5 people
36
Set up chairs
4 people
37
Set up the cloakroom
2 people
38
Set up the lighting rig
3 people
39
Set up sound equipment
3 people
40
Connect microphones
2 people
41
Set up changing rooms
3 people
42
Lay out costumes
3 people
43
Set up props
3 people
44
Build the catering buffet
3 people
45
Test the equipment
4 people
46
Program lighting settings
2 people
47
Test microphones
4 people
48
Run general rehearsal
10 people
49
Brief crowd guides
3 people
50
Set up the cash register and entrance
2 people
51
Welcome the audience
4 people
52
Hand out program booklets
2 people
53
Staff the cloakroom
2 people
54
Perform the show
15 people
55
Serve break drinks
4 people
56
Refill drinks
2 people
57
Guide the audience back to the hall
3 people
58
Lead the applause moment
2 people
59
Guide artists to the foyer
2 people
60
Serve a late-night snack
4 people
61
Moderate audience questions
2 people
62
Manage coat check
2 people
63
Conduct the final audience round
2 people

Aftercare

64
Clear the audience area
4 people
65
Take down the décor
5 people
66
Switch off the equipment
3 people
67
Pack equipment
4 people
68
Wash dishes
3 people
69
Collect waste
3 people
70
Clean the foyer
3 people
71
Clean the room
4 people
72
Clean changing rooms
2 people
73
Return decor and props
4 people
74
Return technical equipment
3 people
75
Wash and store costumes
3 people
76
Clear away cloakroom materials
2 people
77
Store remaining catering
2 people
78
Check invoices and deposit
2 people

What to bring

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

Furniture

Stage sectionsqty 8
Audience chairsqty 120
Foldable tablesqty 8
Bar stoolsqty 4
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 150
Pastry forksqty 150
Coffee spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4
Ice cube traysqty 4
Food containersqty 12
Rolls of labelsqty 4
Ice packsqty 20

Equipment

Speakersqty 2
Mixing console
Wireless microphonesqty 6
Microphone standsqty 6
Laptopsqty 2
Headphonesqty 4
USB sticksqty 4
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 8
Toolboxesqty 2
Step laddersqty 2
Hand trucksqty 2
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 6

Decorations

Backdropsqty 3
Decorative panelsqty 8
Stage curtainsqty 2
Decorative plantsqty 8
Foyer sign
Program board holdersqty 6
Table runnersqty 8
Theater postersqty 12
Prop cratesqty 6
Hand propsqty 20
Arrows to the hallqty 12
Cloakroom numbersqty 150
Name badgesqty 40
Program bookletsqty 150
Seat number cardsqty 120
Table signsqty 12

Catering

Groceries

Cleaning

Microfiber clothsqty 20
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleanerqty 2
Hand soap dispensersqty 6
Toilet brushesqty 4

Tips

Set the venue and show schedule first, then confirm the cast, crew and understudies against those dates. Book rehearsal space as soon as the performance date is fixed, especially if you need several full-cast rehearsals.
Complete the script, cue list and music files before the technical rehearsal. Schedule the technical run-through at least 7 days before the show so there is time to replace missing cables, microphones or audio files.
Open ticket sales only after the seating layout and seat numbering are settled. Keep one registration list and collect dietary requirements when people register, rather than trying to reconstruct them during the final week.
Treat costumes, decor and props as production items, not last-minute errands. Try on every costume at least 10 days before opening night, then repair, label and assign each item to a performer.
Plan the audience arrival separately from the performance itself. Allow at least 60 minutes before curtain for seating, coat check and front-of-house setup, including chairs, programme booklets, crew badges and waste bins.

Frequently asked questions

How long does it take to organise a musical performance?: Allow at least 8 to 12 weeks for a small production, and more time if the cast, venue or technical crew is large. Fix the date and venue first, then set deadlines for casting, rehearsals, ticket sales and the technical run-through.
When should ticket sales open for a musical performance?: Open ticket sales around 4 to 6 weeks before the performance if the venue and seating plan are confirmed. Close or review registrations 3 to 5 days before the show so you can prepare seat numbers, programmes and catering quantities.
When should costumes and props be ready for a musical?: Have costumes, decor and props available for a complete run at least 10 days before opening night. Use that run to find repairs, missing labels, awkward changes and props that interfere with choreography.
How early should the technical rehearsal be?: Hold the technical run-through at least 7 days before the performance, with the speakers, mixing console, microphones, laptops, music files and extension cords in place. Reserve a shorter final sound check on the performance day as well.

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.