How to organise a puppet theatre show

Start by fixing the date, venue and show times before inviting anyone. Then confirm the puppeteers, collect their technical requirements and check permits and insurance while there is still time to adjust the plan. Once registrations come in, keep the visitor list and dietary requirements together, then settle the seating, catering and volunteer rota. On the day, allow time to test the puppet theatre cabinet, LED lights, microphones and speakers before guests arrive.

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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 venue
2
Finalize the show and times
2 people
3
Hire puppeteers
4
Gather technical requirements
2 people
5
Check permits and insurance
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Update visitor list
10
Make reservations
11
Create program and route sign
12
Create the technical and power plan
2 people
13
Check the set and puppets
2 people
14
Determine seating layout
2 people
15
Order catering
16
Assign volunteers
17
Check the shopping list
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Bring materials to the hall
3 people

Event

22
Open hall
2 people
23
Set up tables and chairs
4 people
24
Set up puppet theater
4 people
25
Set up decor and props
3 people
26
Connect lighting and sound
2 people
27
Conduct technical rehearsal
4 people
28
Set up the catering buffet
3 people
29
Set up the entrance and coat check
2 people
30
Hang up signage
2 people
31
Welcome the audience
3 people
32
Distribute program
2 people
33
Serve drinks and snacks
3 people
34
Facilitate the first performance
4 people
35
Take care of the break
3 people
36
Refill drinks
2 people
37
Assist with the second performance
4 people
38
Welcome evening guests
3 people
39
Guide the evening performance
4 people

Aftercare

40
Dismantle the puppet theater
4 people
41
Pack up decor and dolls
3 people
42
Wash dishes
2 people
43
Clear the hall
4 people
44
Clean the room
3 people
45
Collect waste
2 people
46
Return materials
3 people
47
Return borrowed items

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Beer tablesqty 4
Clothes racksqty 2
Coat racksqty 2
Waste binsqty 6

Equipment

Puppet theater cabinet
LED stage lightsqty 4
Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 3
Flashlightsqty 3

Decorations

Backdrop clothsqty 3
Decor piecesqty 8
Hand puppetsqty 12
Propsqty 15
Buntingqty 6
Program standsqty 4

Lighting

Atmosphere lightsqty 8

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Cleaning bucketsqty 3
Floor mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the show length and start time before sending invitations, and leave a clear gap for seating, late arrivals and any interval. Families often need the exact finish time when arranging transport or childcare.
Ask the puppeteers for their equipment and power requirements early. Draw up one power plan for the LED theatre lights, speakers, mixer and laptop, using extension cables and power strips without creating walkways people can trip over.
Set the seating after you know the expected audience, not before. Keep sightlines clear for children, leave an accessible route, and reserve space for the puppet theatre cabinet, backdrop cloths and props.
Close registrations with enough time to update the visitor list, dietary requirements and catering order. Prepare at least one visible route or programme board so guests do not have to ask where to sit or find refreshments.
Assign volunteers to specific time slots for opening the venue, moving materials, setting up tables and chairs, checking the theatre and serving refreshments. Do a final walk-through with a torch before the doors open, including the entrance, cables, toilets and waste bins.

Frequently asked questions

How long does it take to organise a puppet theatre show?: Allow at least 4 to 6 weeks for a small show, especially if you need to contract puppeteers and confirm a venue. Start technical checks and invitations as soon as the date and show times are fixed.
When should I book the puppeteers for a puppet theatre show?: Book them before sending invitations, ideally 4 to 8 weeks ahead. Their set, puppet and sound requirements can affect the room layout, power plan and insurance checks.
How early should I set up a puppet theatre?: Open the venue at least 2 to 3 hours before the audience arrives. Use the first hour for furniture and the theatre cabinet, then test lights, microphones, speakers, laptop playback and sightlines.
How many seats do I need for a puppet theatre show?: Plan one seat per confirmed visitor, then keep a small buffer of about 5% if the room allows. Finalise the arrangement after registrations close so the audience can see over tables, equipment and other rows.

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.