How to organise a one-act play festival

A one-act play festival works best when the programme, theatre groups and venue plan are settled before you focus on refreshments and decoration. Start by confirming the date, booking the groups and setting the performance order. Then open registration, collect dietary requirements and turn the final details into a programme booklet and run sheet. The last stage is a timed venue setup: check the floor, build the stage, arrange the theatre seats and test every technical requirement before the first audience arrives.

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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 festival date
2
Book theater groups
2 people
3
Determine the performance order
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Book catering
9
Compile the program booklet
2 people
10
Print program booklets
11
Prepare name badges
12
Brief volunteers
2 people
13
Print the run sheet
14
Gather technical requirements
2 people
15
Confirm stage layout
2 people
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare catering
3 people

Event

19
Open venue
2 people
20
Receive deliveries
2 people
21
Check the hall floor
2 people
22
Set up the stage
4 people
23
Set up theater chairs
4 people
24
Set up tables
3 people
25
Set up the reception desk
2 people
26
Set up the cloakroom
2 people
27
Set up set pieces
4 people
28
Hang up decorations
2 people
29
Set up lighting
3 people
30
Set up the sound system
3 people
31
Test microphones
2 people
32
Test lighting settings
2 people
33
Go through set changes
4 people
34
Conduct technical rehearsal
5 people
35
Set up the catering buffet
3 people
36
Lay out the programs
2 people
37
Set up ticket control
2 people
38
Receive participants
2 people
39
Handle guest reception
4 people
40
Give the opening speech
41
Support the first one-act play
4 people
42
Serve break drinks
4 people
43
Refill drinks
2 people
44
Support the second one-act play
4 people
45
Assist with the third one-act play
4 people
46
Restock break buffet
3 people
47
Serve the evening break
4 people
48
Assist with the fourth one-act play
4 people
49
Assist with the fifth one-act play
4 people
50
Collect audience questions
51
Facilitate the debrief
2 people
52
Award jury prizes
2 people
53
See the crowd off
3 people
54
Clear out the cloakroom
2 people
55
Switch off equipment
2 people

Aftercare

56
Dismantle set pieces
4 people
57
Clear away chairs and tables
4 people
58
Wash dishes
3 people
59
Collect waste
3 people
60
Clean the room
3 people
61
Check toilets
62
Collect lost and found items
63
Return equipment
2 people
64
Return materials
2 people
65
Store leftover stock
2 people
66
Return venue keys
67
Send thank-you messages

What to bring

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

Furniture

Theater seatsqty 120
Tablesqty 8
Folding chairsqty 12
Coat racksqty 3
Clothes hangersqty 120

Equipment

Stage sectionsqty 8
Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 2
LED work lightsqty 4

Decorations

Backdropsqty 3
Decorative panelsqty 8
Plant decorationsqty 6
Stage drapesqty 4
Festival bannerqty 2
Directional signsqty 12
Adhesive hooksqty 30

Tableware

Drinking glassesqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 4
Thermos flasksqty 6
Serving traysqty 8
Pouring jugsqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Tableclothsqty 8
Coffee filtersqty 100
Tea strainersqty 6
Serving tongsqty 8
Serving spoonsqty 8
Measuring cupsqty 3

Catering

Groceries

Registration

Program bookletsqty 140
Entry wristbandsqty 150
Name badgesqty 40
Badge holdersqty 40
Pensqty 20
Clipboardsqty 6
Cash tray
Cash box
Admission ticketsqty 150
Registration formsqty 40
Stage numbersqty 8
Jury formsqty 30
Prize certificatesqty 6

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Rubber glovesqty 12
Toilet brushesqty 4
Paper towelsqty 12

Safety

Cable matsqty 12
Non-slip matsqty 6
Flashlightsqty 4
Batteriesqty 24

Theater

Prop boxesqty 8
Clothes racksqty 4
Garment coversqty 30
Mirrorsqty 2
Hand mirrorsqty 4
Makeup casesqty 2
First aid kitsqty 2

Tips

Set the performance order before sending the final invitations. Allow enough changeover time between plays for scenery, microphones and lighting, then print the running order on the programme booklet and run sheet.
Close registration before you book catering, and give the caterer a final guest count and dietary list at least 3–5 days before the festival. This prevents late changes to plates, cutlery, coffee cups and drinking glasses.
Ask every theatre group for its technical requirements at least 2 weeks in advance. Record microphone, DI box, speaker, mixer, lighting and power needs in one shared document instead of discovering them during setup.
Schedule the venue setup from the floor upward: inspect the hall floor, assemble the stage sections, hang backdrops or drapes, position the theatre seats and then run cables. Tape down cable routes with gaffer tape before the audience enters.
Brief volunteers with a printed run sheet before doors open. Assign separate people to the reception desk, programme booklets, name badges, audience directions, deliveries and backstage communication so one missing volunteer does not stop the programme.

Frequently asked questions

How far in advance should I organise a one-act play festival?: Start booking theatre groups and confirming the date at least 3–6 months ahead. Technical requirements, catering numbers and volunteer roles should be finalised in the final 2–3 weeks.
How do I decide the running order for a one-act play festival?: Build the order around technical changeover time, cast availability and the length of each play. Allow at least 10–15 minutes between performances unless the stage layout can remain unchanged.
When should I collect dietary requirements for the festival?: Collect dietary requirements on the registration form and close updates 5–7 days before the event. Send the final list to catering when you confirm the guest count.
What should I test before the audience arrives?: Complete a full sound and lighting check at least 2 hours before doors open. Test microphones, stands, DI boxes, speakers, mixer, spotlights, extension cords and every planned stage position.

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