How to organise a musical performance

Organising a musical performance is easiest when you work backwards from the show date. Confirm the venue and performance first, then secure music rights, choose the script and music, assign roles and build the rehearsal schedule. After that, coordinate registrations, costumes, props, scenery and the technical plan. The final week is for checking texts and music, confirming catering and seating, testing microphones and lights, and loading everything needed for the stage.

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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 performance and date
2 people
2
Reserve venue
3
Check music rights
4
Select script and music
3 people
5
Assign roles
3 people
6
Create rehearsal schedule
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Confirm reservations
11
Compile program
2 people
12
Order program booklets
13
Hang posters
2 people
14
Collect costumes
3 people
15
Gather props
3 people
16
Develop the decor design
3 people
17
Create technical plan
2 people
18
Book catering
19
Make seating plan
20
Assign volunteers
2 people
21
Hold final rehearsal
15 people
22
Check texts and music
2 people
23
Do the shopping
2 people
24
Check materials
2 people
25
Load the decor and props
4 people
26
Open venue
2 people
27
Set up the stage
4 people
28
Set up decor
4 people
29
Connect lighting and sound
3 people
30
Test microphones
2 people
31
Test music playback
2 people
32
Set up chairs
4 people
33
Set up reception tables
2 people
34
Set up changing rooms
2 people
35
Lay out costumes
3 people
36
Set up props
3 people
37
Prepare catering
3 people
38
Lay out program booklets
2 people
39
Set up the entrance and coat check
2 people

Event

40
Have actors change costumes
3 people
41
Welcome the audience
4 people
42
Hand out programs
2 people
43
Staff the cloakroom
2 people
44
Assist the performance
3 people
45
Refill drinks
2 people
46
Serve break drinks
4 people
47
Guide the audience back to the hall
2 people
48
Assist with the second performance
3 people
49
Serve the artists' meal
3 people
50
See the crowd off
3 people
51
Lock the cloakroom
2 people

Aftercare

52
Collect costumes
3 people
53
Pack props
3 people
54
Take down the décor
4 people
55
Disconnect lights and sound
3 people
56
Clear away chairs and tables
4 people
57
Wash dishes
3 people
58
Collect waste
2 people
59
Clean the room
3 people
60
Clean changing rooms
2 people
61
Return materials
3 people
62
Return borrowed costumes
2 people
63
Hand over the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Chairsqty 120
Tablesqty 8
Changing room chairsqty 12
Clothes racksqty 4

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 12
Extension cordsqty 4
Clothes steamersqty 2
Mirrorsqty 4
Clothes railsqty 4

Lighting

Stage spotlightsqty 6
Light standsqty 3
Power stripsqty 6

Decorations

Backdropqty 2
Decorative panelsqty 6
Artificial plantsqty 8
Decorative clothsqty 6
Decorative lightingqty 4
Tapeqty 6
Cable tiesqty 100
Scissorsqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Washing-up basinsqty 6

Catering

Cookie traysqty 8
Drink dispensersqty 4
Dressing room refrigeratorsqty 2
Groceries

Cleaning

Vacuum cleanerqty 2
Mop headsqty 2
Bucketsqty 3
Waste binsqty 8

Tips

Check music rights before rehearsals begin. Allow at least 2–4 weeks for permissions or replacements, because changing music after casting can disrupt the entire rehearsal plan.
Set the rehearsal schedule as soon as roles are assigned. Leave a full final rehearsal within the last 7 days, with costumes, props, microphones, speakers, lighting and the complete running order.
Treat the technical plan as a separate workstream. Test wireless microphones, stands, mixer, audio cables, extension cords, stage spotlights and power strips together in the venue at least 3 hours before doors open.
Confirm audience numbers and dietary requirements 7 days before the performance. Finish the seating plan after registrations close, then match catering quantities to the confirmed number rather than early estimates.
Pack and label scenery and props before show day. Load stage sections, backdrop, decorative panels, clothes racks and changing-room furniture in the order they will be used, and keep tape, cable ties and scissors with the setup team.

Frequently asked questions

How far in advance should I organise a musical performance?: Start at least 8–12 weeks before the performance. Use the first 2 weeks for the venue, date, rights, script, music and role assignments; schedule rehearsals and audience arrangements immediately afterwards.
How many rehearsals does a musical performance need?: Plan at least 6–8 rehearsals for a small production, plus one full final rehearsal in the last 7 days. Add extra sessions if costumes, scenery, music or technical cues are introduced late.
When should I check music rights for a musical performance?: Check rights before selecting the final script and music, ideally 8–12 weeks before the show. Do not announce or rehearse a replacement piece until permission or a suitable alternative is confirmed.
How early should the venue be set up on performance day?: Allow at least 3 hours for stage sections, backdrop, props, seating, microphones, speakers, lights and catering equipment. Reserve the last 30–45 minutes for a sound and lighting check rather than construction.

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