How to organise a musical performance

Start by fixing the performance date and securing both the venue and a rehearsal space. Build the schedule around rehearsals, ticket sales, audience communication and the final technical checks rather than leaving everything for show week. Costumes, props, music files and equipment need separate checks before they travel to the venue. On the day, allow time to clear the stage, set up sound and lighting, print the run sheet and welcome the audience 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
Confirm the date and performance
2 people
2
Reserve venue
3
Reserve rehearsal space
4
Create performance schedule
2 people
5
Send invitations
2 people
6
Open ticket sales
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Print the program
2 people
10
Send audience information
11
Hold final rehearsal
12 people
12
Check costumes
3 people
13
Check props
3 people
14
Check decorations
3 people
15
Gather music files
2 people
16
Print the run sheet
2 people
17
Print the audience list
18
Do the shopping
2 people
19
Bring costumes to the venue
2 people
20
Bring props to the venue
2 people
21
Bring equipment to the venue
3 people

Event

22
Open venue
2 people
23
Clear the stage floor
3 people
24
Set up the stage and performance area
4 people
25
Set up decor
4 people
26
Set up audience seating
4 people
27
Set up the entrance desk
2 people
28
Set up the cloakroom
2 people
29
Set up the catering area
3 people
30
Prepare coffee and tea
2 people
31
Chill drinks
2 people
32
Set out snacks
3 people
33
Connect the lighting
3 people
34
Connect sound
3 people
35
Test microphones
2 people
36
Test music and cues
2 people
37
Lay out costumes
3 people
38
Set out makeup and face paint
2 people
39
Receive the cast
2 people
40
Conduct the technical rehearsal
10 people
41
Have cast change clothes
3 people
42
Open audience entrance
4 people
43
Check tickets
3 people
44
Escort audience to the hall
3 people
45
Open the show
46
Play the first act
15 people
47
Serve break drinks
5 people
48
Refill drinks
2 people
49
Serve break snacks
4 people
50
Call the audience back
2 people
51
Playing the second act
15 people
52
Lead the applause moment
2 people
53
Take cast photo
2 people
54
See the crowd off
3 people
55
Issue the cloakroom
2 people
56
Clean up catering
3 people
57
Serve the cast meal
4 people
58
Prepare the evening performance
8 people
59
Welcome evening guests
4 people
60
Perform the evening show
15 people
61
Arrange evening break
5 people
62
Seeing off the evening audience
3 people

Aftercare

63
Switch off the equipment
3 people
64
Dismantle the decor
4 people
65
Gather props
3 people
66
Collect costumes
3 people
67
Clear away chairs and tables
4 people
68
Collect waste
3 people
69
Wash dishes
3 people
70
Clean the room
4 people
71
Clean changing rooms
2 people
72
Return materials
3 people
73
Return rented equipment
2 people
74
Wash costumes
2 people
75
Store leftover stock
2 people
76
Collect lost and found items

What to bring

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

Furniture

Audience chairsqty 170
Foldable tablesqty 8
Bar stoolsqty 6
Clothes racksqty 3
Coat hangersqty 180
Stools for the castqty 12

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Laptop for music
DI box
Monitor speaker
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED stage lightsqty 6
Light standsqty 2
Work lightqty 3
Spare flashlightsqty 6

Decorations

Backdrop clothqty 2
Decorative panelsqty 8
Decorative clothsqty 6
Artificial plantsqty 8
Welcome sign
Directional signsqty 8
Program board
Artificial flowersqty 20
Mood lightsqty 4
Cable tiesqty 100
Double-sided tapeqty 4

Tableware

Water glassesqty 180
Coffee cupsqty 80
Cake platesqty 180
Coffee spoonsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Storage binsqty 12
Serving tongsqty 6

Catering

Groceries

Costumes

Clothing racks for costumesqty 4
Clothing coversqty 30
Safety pinsqty 2
Lint rollersqty 4
Sewing kitsqty 2
Spare tightsqty 8

Props

Hand propsqty 25
Storage cratesqty 12
Name labelsqty 50

Cleaning

Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning glovesqty 6
Bucketsqty 3
Microfiber clothsqty 12

Safety

Flashlightsqty 3
Batteriesqty 2
Anti-slip tapeqty 2

Paper goods

Program bookletsqty 180
Admission wristbandsqty 200
Pensqty 12
Clipboardsqty 4
Printer paper

Tips

Set the main date before booking anything else, then reserve the venue and rehearsal space as early as possible. Keep the final rehearsal close enough to the performance to catch problems, but not so close that there is no time to repair or replace missing items.
Open ticket sales only after the performance time, seating approach and audience information are confirmed. Process registrations continuously and collect dietary requirements before the final week if refreshments are planned.
Run a separate costume, props and decorations check at least 7 days before the show. Pack each category for transport, including clothes racks and hangers for costumes, so essential items are not discovered missing after arrival.
Test the complete sound chain during rehearsal: wireless microphones, microphone stands, speakers, mixer, laptop, DI box and monitor speaker. Label extension cords and power strips, and keep gaffer tape and a work light accessible during setup.
Print the run sheet, audience list and programme before show day, then bring spare flashlights for backstage or venue areas with poor lighting. Set up the stage and performance area before placing decorative panels, cloths or the welcome and directional signs.

Frequently asked questions

How far in advance should I organise a musical performance?: Confirm the date, performance and venue first, ideally at least 8 to 12 weeks ahead. Book rehearsal space at the same time, then leave the final 7 days for detailed checks of costumes, props, music and equipment.
When should ticket sales open for a musical performance?: Open ticket sales once the date, start time and venue details are final, usually 4 to 6 weeks before the performance. Keep registrations updated until the stated closing date or until seating capacity is reached.
How long before the show should the final rehearsal take place?: Schedule the final rehearsal 1 to 3 days before the performance. Use it to run the complete programme with costumes, props, music files, microphones and stage lighting rather than rehearsing isolated scenes only.
What should I check at the venue on the day of a musical performance?: Allow at least 3 hours before doors open to clear the stage, set up the performance area, sound, lighting, decorations and audience seating. Check the run sheet, audience list, programmes and all transported costumes and props before welcoming guests.

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