How to organise a stage performance from first booking to final curtain

Organising a stage performance starts with securing the performance and venue, then locking down the date, times, cast and crew. After that, handle permits and copyright before publishing information or opening online ticket sales. Audience details, technical production, costumes, props and catering all need separate checks. The final week is for testing microphones, speakers and lighting, printing the run sheet, and making sure backstage and front-of-house arrangements match the plan.

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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
Book the performance and venue
2
Confirm match date and times
3
Confirm cast and crew
4
Check permits
5
Check copyright
6
Prepare show information
7
Send invitations
2 people
8
Open online ticket sales
9
Process registrations
10
Keep track of the visitor list
11
Collect dietary requirements
12
Publish promotional text
13
Design program booklet
14
Print program booklets
2 people
15
Order tickets and wristbands
16
Calculate catering quantities
17
Reserve catering supplies
18
Test sound and lighting
2 people
19
Check decorations
2 people
20
Check costumes
2 people
21
Check props
2 people
22
Print the run sheet
23
Distribute crew instructions
24
Check the shopping list
25
Do the shopping
2 people
26
Set out drinks chilled
2 people
27
Lay out costumes
2 people
28
Sort props
2 people
29
Check the hall and backstage
2 people
30
Check the stage floor
2 people
31
Set up decor
4 people
32
Set up lights and sound
3 people
33
Set up chairs
3 people
34
Set up the entrance and coat check
2 people
35
Set up foyer tables
2 people
36
Lay out program booklets
37
Set up the catering buffet
3 people
38
Prepare coffee and tea
2 people
39
Clear emergency routes
2 people
40
Carry out the final technical test
3 people
41
Have cast change clothes
2 people
42
Brief crowd guides

Event

43
Open the doors
3 people
44
Check tickets
2 people
45
Escort audience to the hall
3 people
46
Staff the cloakroom
2 people
47
Manage technical production for the performance
3 people
48
Carry out stage changes
3 people
49
Handle audience questions
50
Refill drinks
2 people
51
Serve break snacks
3 people
52
Reset the hall for the next event
3 people
53
Assist with the second performance
3 people
54
Welcome evening guests
4 people
55
Arrange evening break
3 people
56
Lead the applause moment
2 people
57
Guide the audience to the exit
3 people
58
Lock the cloakroom
2 people

Aftercare

59
Collect tableware
2 people
60
Store leftovers in the fridge
2 people
61
Dismantle the decor
4 people
62
Dismantle lights and sound
3 people
63
Pack props
2 people
64
Collect costumes
2 people
65
Collect waste
3 people
66
Wash dishes
2 people
67
Clean the foyer
3 people
68
Clean the room
3 people
69
Inventory materials
2 people
70
Lock up the venue
2 people
71
Return rental items
2 people
72
Clean and store costumes
2 people
73
Collect photo and video material
74
Keep lost and found items

What to bring

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

Furniture

Stage sectionsqty 8
Theater seatsqty 110
Foyer tablesqty 4
Folding chairs backstageqty 8
Clothes racksqty 3
Coat racksqty 2
Waste binsqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Laptop
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Tool casesqty 2
Gaffer tapeqty 6
Cable tiesqty 100
Spare batteriesqty 24

Lighting

Theatre spotlightsqty 6
Light standsqty 3
LED lightsqty 4

Decorations

Backdrop
Side curtainsqty 4
Decorative plantsqty 6
Entrance signqty 2
Program standsqty 2
Tapeqty 6
Scissorsqty 4
Arrow stickersqty 30

Tableware

Water glassesqty 120
Coffee cupsqty 80
Teacupsqty 50
Dessert platesqty 120
Coffee spoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Bread tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Storage boxesqty 8
Washing-up tubsqty 3

Catering

Cash drawer
Card machine
Ticket scannerqty 2
Program bookletsqty 120
Name stickersqty 120
Wristbandsqty 120
Cloakroom numbersqty 120
Groceries
Pensqty 12
Receipt rollsqty 4
Small change traysqty 2

Cleaning

Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Toilet brushesqty 2

Tips

Confirm the venue access time as well as the performance time. You need enough time before the audience arrives to position stage sections, theatre seating, foyer tables, lighting stands and backstage clothing racks.
Settle permits and copyright before publishing promotional text or selling tickets. Keep the performance information consistent across invitations, the ticket page and the printed programme booklet.
Open ticket sales only after the seating capacity and ticket or wristband quantities are checked. Update the visitor list regularly and collect dietary requirements early enough to adjust catering quantities.
Run a full technical test before the performance day, not just a sound check. Test microphones, stands, speakers, mixer, laptop, audio cables, extension cords, power strips, theatre spotlights and LED lights together.
Print the run sheet and distribute crew instructions before doors open. Keep water glasses backstage, check costumes and props against the running order, and put entrance and programme signs where visitors can see them.

Frequently asked questions

How far in advance should I organise a stage performance?: Start booking the performance and venue at least 8 to 12 weeks ahead when possible. Use that lead time to confirm the cast and crew, check permits and copyright, open ticket sales and order printed materials.
When should I open ticket sales for a stage performance?: Open online ticket sales once the date, times, venue capacity and ticket quantities are confirmed, usually 4 to 6 weeks before the performance. Keep processing registrations and updating the visitor list until sales close.
How long before the show should I test the stage equipment?: Complete a combined sound and lighting test at least 1 day before the performance, then repeat a short check on the day. Test every microphone, speaker, cable, power strip, spotlight and LED light in its actual position.
When should I prepare the programme booklet and catering?: Finalise the programme text and print the booklets 3 to 7 days before the performance. Calculate catering quantities after registrations close, or no later than 48 hours beforehand, so dietary requirements are included.

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.