How to organise a street theatre event

A street theatre event needs a clear route, reliable performers and careful coordination with the public space. Start with permits, traffic measures, insurance and a safety plan before you announce the programme. Then confirm the performers, toilets, audience route and technical requirements. During the final week, check the forecast, prepare materials and brief the crew so setup, performances and crowd movement run to schedule.

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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
Apply for a permit
2
Confirm location and route
2 people
3
Book performers
4
Reserve public toilets
5
Check insurance
6
Prepare safety plan
2 people
7
Apply for traffic measures
8
Send artist information
9
Write promotional copy
10
Send invitations
2 people
11
Publish the program online
12
Process registrations
13
Collect dietary requirements
14
Hang posters
2 people
15
Communicate the audience route
16
Check the weather forecast
17
Do the shopping
2 people
18
Collect materials
2 people
19
Test the equipment
2 people
20
Print out the program
21
Prepare catering
3 people
22
Register the crew
2 people
23
Set up play areas
3 people
24
Set up crowd barriers
4 people
25
Set up tables and chairs
3 people
26
Build party tents
4 people
27
Set up decor and props
3 people
28
Set up sound system
2 people
29
Tape down power cables securely
2 people
30
Hang lighting
2 people
31
Set up the info point
2 people
32
Set up the catering buffet
3 people
33
Chill drinks
2 people

Event

34
Welcome performers
2 people
35
Give the artist briefing
2 people
36
Conduct final safety check
3 people
37
Welcome the audience
4 people
38
Announce the program
39
Guide the street theater acts
4 people
40
Manage crowd flow
4 people
41
Serve drinks
3 people
42
Serve snacks
3 people
43
Refill drinks
2 people
44
Empty trash bins
2 people
45
Answer audience questions
2 people
46
Operate technical equipment during acts
2 people
47
Turn on lighting
48
Announce the final act
49
Guide the audience to the exit
3 people

Aftercare

50
Gather props
3 people
51
Take down the sound system
2 people
52
Dismantle lighting
2 people
53
Take down tents and fences
4 people
54
Clear tables and chairs
3 people
55
Collect waste
3 people
56
Clean the venue
4 people
57
Wash dishes
2 people
58
Inventory materials
2 people
59
Return materials
2 people
60
Chill leftover food
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 40
Party tentsqty 3
Crowd barriersqty 20
High tablesqty 6

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 3
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Walkie-talkiesqty 8
Power banksqty 6
Batteriesqty 32
Cable traysqty 12
Cable tiesqty 100
Gaffer tapeqty 6
Tool casesqty 2

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Buntingqty 8
Welcome bannersqty 3
Stage drapesqty 6
Decorative suitcasesqty 6
Hand puppetsqty 8
Masksqty 12
Umbrellasqty 10
Flagsqty 10

Kitchen

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Ice packsqty 20

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 180
Serving plattersqty 12
Coffee cupsqty 80
Serving utensilsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Litter pickersqty 4
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Start permits and traffic measures first: allow at least 6–8 weeks for approvals, especially if the route crosses roads or affects parking. Do not publish the final route until the location and access arrangements are confirmed.
Book performers before writing the programme. Send each artist the arrival time, performance area, route details, power arrangements and contact number so they know where to go on event day.
Plan audience movement as carefully as the performances. Use crowd barriers where people gather, publish the route online, and brief at least one crew member to redirect visitors between play areas.
Test the sound and lighting setup at the actual performance points, not only indoors. Check battery-powered speakers, wireless microphones, cables and power banks at least one day before the event.
Treat weather as a production decision, not a last-minute check. Review the forecast 48 hours beforehand, prepare tents and waterproof storage, and decide who can pause or move a performance if conditions change.

Frequently asked questions

How far in advance should I organise a street theatre event?: Start planning at least 8–12 weeks ahead. Permits, traffic measures, insurance, performers and public toilets can each take several weeks to confirm, so leave extra time for changes to the route.
Do I need a permit for street theatre?: Usually, you should check with the relevant local authority before confirming the public route. Begin the permit application 6–8 weeks before the event and ask whether separate approval is needed for traffic measures, barriers or amplified sound.
What equipment is needed for street theatre?: The exact setup depends on the performers, but allow time to test speakers, microphones, a mixer, stands, extension cords and lighting. Bring spare batteries and power banks, and complete a full equipment check at least 24 hours before the first performance.
How do I manage crowds at a street theatre event?: Define the audience route before promotion and mark performance areas with barriers where needed. Brief the crew 30–60 minutes before opening, keep walkways clear, and assign a named person to monitor crowd movement throughout the event.

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.