How to organise a musical performance

Start by fixing the date, venue and type of production before you book equipment or announce tickets. Then build the plan around your cast, crew, rehearsal schedule, licensing requirements and audience capacity. Musical performances often run into trouble when music rights, technical cues, dietary details or backstage responsibilities are left until the final week. Work backwards from the performance date and set firm deadlines for sales, rehearsals, equipment, costumes and the final visitor information.

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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 date and location
2 people
2
Define the performance and target audience
2 people
3
Set budget and ticket prices
2 people
4
Confirm cast and crew
2 people
5
Create rehearsal schedule
2 people
6
Checking rights and music licenses
7
Send invitations
2 people
8
Open ticket sales
2 people
9
Distribute promotional materials
3 people
10
Process registrations
11
Collect dietary requirements
12
Make reservations
13
Finalize the program and setlist
2 people
14
Create the backstage role allocation
2 people
15
Place catering order
16
Reserve equipment and decor
2 people
17
Send audience information
18
Create the final visitor list
19
Do the shopping
2 people
20
Check decorations
2 people
21
Lay out costumes
2 people
22
Print the technical cue sheet
23
Prepare the technical briefing
2 people

Event

24
Open venue
2 people
25
Build the stage and playing area
5 people
26
Set up decor and props
4 people
27
Set up audience seating
4 people
28
Set up the entrance and coat check
2 people
29
Set up lighting
3 people
30
Set up the sound system
3 people
31
Test microphones
2 people
32
Program lighting settings
2 people
33
Test music and effects
2 people
34
Set up changing rooms
2 people
35
Set out costumes and makeup
3 people
36
Set up the catering buffet
3 people
37
Chill drinks
2 people
38
Prepare snacks
3 people
39
Lay out programs and tickets
2 people
40
Conduct a safety check
2 people
41
Brief cast and crew
2 people
42
Run a full rehearsal
8 people
43
Welcome the audience
4 people
44
Check tickets
2 people
45
Manage the cloakroom
2 people
46
Serve coffee and tea
2 people
47
Start the show
3 people
48
Operate lighting and sound
3 people
49
Swap out backstage props
3 people
50
Oversee costume changes
3 people
51
Set out break drinks
2 people
52
Serve break snacks
3 people
53
Refill drinks
2 people
54
Guide the audience back to the hall
3 people
55
Lead the applause moment
2 people
56
Thank the cast on stage
2 people
57
See the crowd off
3 people
58
Handle coat check returns
2 people
59
Serve afterparty snacks
2 people
60
Refill drinks
2 people

Aftercare

61
Dismantle decor and props
4 people
62
Take down lighting equipment
3 people
63
Tear down audio equipment
3 people
64
Clear away chairs and tables
4 people
65
Wash dishes and glasses
3 people
66
Collect waste
2 people
67
Clean the hall and foyer
3 people
68
Clean changing rooms
2 people
69
Pack supplies
2 people
70
Load equipment and materials
4 people
71
Collect lost and found items
72
Lock up the venue
2 people
73
Return rental items
2 people
74
Store unused groceries
2 people
75
Return lost property
76
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Audience chairsqty 180
Foldable tablesqty 12
Changing room chairsqty 20
Coat racksqty 4
Coat hangersqty 200
Buffet tablesqty 4

Tableware

Coffee cupsqty 180
Drinking glassesqty 220
Wine glassesqty 120
Dessert platesqty 180
Reusable forksqty 180
Reusable spoonsqty 180
Serving tongsqty 8
Coffee spoonsqty 180

Equipment

Mixing console
Stage speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 8
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Laptop for music

Lighting

LED theater spotlightsqty 12
Light standsqty 4
Lighting Console
DMX cablesqty 16
Stage lightingqty 4

Decorations

Backdropsqty 4
Black stage drapesqty 8
Decorative panelsqty 10
Prop tablesqty 4
Prop cratesqty 6
Buntingqty 12
Flower arrangementsqty 8
Program boardsqty 4
Directional signsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 16
Serving trays with lidsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Ice packsqty 20
Bottle openersqty 6
Corkscrewsqty 4
Kitchen towelsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 12

Catering

Napkinsqty 400
Coffee filtersqty 100
Cash register
Cash float box
Groceries

Tips

Confirm music and performance rights before publishing the programme or opening ticket sales. Allow at least 4–6 weeks for checking licences and resolving permission questions.
Create the rehearsal schedule as soon as the cast and crew are confirmed. Block out a technical rehearsal at least 1 day before the performance, including microphones, speakers, lighting cues and scene changes.
Set ticket capacity only after counting audience chairs, accessible spaces and the room needed for stage sections, changing areas and coat racks. Keep a final visitor list and close registrations when the venue limit is reached.
Assign backstage roles by name, not just by job title. Share the allocation and technical cue sheet at least 3 days before the show so performers, stage crew and the lighting and sound operators know when to move.
Place catering and dietary information on separate deadlines. Collect requirements when people register, place the catering order several days before the event and check cups, glasses, plates and serving utensils before opening the venue.

Frequently asked questions

How far in advance should I organise a musical performance?: Start planning at least 8–12 weeks before the performance. Use the first 2 weeks for the date, venue, budget, rights and cast, then schedule rehearsals, ticket sales, equipment and promotion.
When should rehearsals start for a musical performance?: Begin rehearsals as soon as the cast and crew are confirmed, ideally 6–8 weeks before the show. Schedule the final run-through and technical rehearsal no later than 1 day before the performance.
When should ticket sales open for a musical performance?: Open ticket sales once the date, venue, ticket price, programme outline and audience capacity are confirmed, usually 4–6 weeks before the performance. Keep registrations updated and set a clear closing date or capacity limit.
What should I check on the day of a musical performance?: Open the venue several hours before the audience arrives. Allow time to build the stage and playing area, place chairs and backstage furniture, test microphones and lighting, lay out costumes, brief the crew and print the final technical cue sheet.

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.