How to organise a street theatre event

Start by fixing the playing areas and audience route, then book the acts that fit those spaces. Apply for the permit early, because traffic measures, emergency access, toilets, power and waste collection often depend on the approved site plan. Once contracts are confirmed, build the schedule around changeovers, sound checks and artist arrival times. In the final week, brief performers and crew, inspect the site and prepare a clear weather plan for outdoor performances.

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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 street theatre acts
2 people
2
Apply for a permit
3
Determine the venue and playing areas
2 people
4
Confirm artist contracts
5
Check insurance details
6
Create schedule and game times
2 people
7
Send artist briefing
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Reserve power outlets
12
Reserve toilets
13
Arrange waste collection
14
Coordinate traffic measures
2 people
15
Check emergency exits
2 people
16
Check the weather forecast
17
Check the shopping list
18
Do the shopping
2 people
19
Collect materials
2 people
20
Inventory materials
2 people
21
Prepare artist reception
2 people
22
Make route signs
2 people
23
Print crew schedule
24
Communicate the weather plan

Event

25
Inspect the site
3 people
26
Set up traffic barriers
4 people
27
Mark off play areas
3 people
28
Set up tents
4 people
29
Set up tables and chairs
3 people
30
Set up decor pieces
3 people
31
Hang up decorations
2 people
32
Hang lighting
3 people
33
Secure power and cables
2 people
34
Test speakers and microphones
2 people
35
Welcome performers
2 people
36
Set up the artists' dressing room
2 people
37
Put up program and route signs
2 people
38
Chill drinks
2 people
39
Set out coffee and tea
2 people
40
Set out snacks
2 people
41
Brief crowd guides
2 people
42
Carry out opening check
3 people
43
Welcome the audience
4 people
44
Support the first act
3 people
45
Guide the second act
3 people
46
Manage crowd flow
4 people
47
Serve drinks
3 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Refill coffee and tea
2 people
51
Supervise the third act
3 people
52
Guide the fourth act
3 people
53
Answer audience questions
2 people
54
Keep play areas clear
2 people
55
Remove litter
2 people
56
Check the lighting
2 people
57
Support the evening program
4 people
58
Guide the final act
3 people
59
See the audience out
4 people
60
Close out beverage stock
2 people
61
Collect set pieces safely
3 people

Aftercare

62
Switch off equipment
2 people
63
Take down tents
4 people
64
Clear tables and chairs
3 people
65
Remove traffic barriers
4 people
66
Collect waste
3 people
67
Wash dishes
2 people
68
Clean the grounds
4 people
69
Dry and sort materials
2 people
70
Return borrowed materials
2 people
71
Store leftover stock
2 people
72
Register lost and found items
73
Check out artists

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Foldable tablesqty 6
Folding chairsqty 80
Coat racksqty 2
Changing room screensqty 4
Clothes hangersqty 40

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 4
Extension cordsqty 4
Power stripsqty 8
Cable matsqty 12
Traffic barriersqty 20
Bollardsqty 24
Barrier tapeqty 6
Conesqty 20
Walkie-talkiesqty 8
Power banksqty 8
Megaphonesqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Tool casesqty 2

Lighting

LED light garlandsqty 8
LED construction lightsqty 6
Battery lanternsqty 8

Decorations

Decorative clothsqty 12
Buntingqty 10
Balloonsqty 200
Cable tiesqty 200
Ropeqty 100

Tableware

Reusable cupsqty 400
Reusable coffee cupsqty 120
Platesqty 250
Cutlery setsqty 250
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice cubesqty 20
Serving tongsqty 8
Serving traysqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Towelsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Map every playing area before you confirm acts. Note audience capacity, sightlines, performer access and the distance between areas so overlapping performances do not compete for attention.
Submit the permit application as soon as the route, playing areas and expected attendance are known. Allow at least four weeks for revisions involving traffic barriers, bollards, emergency exits or road access.
Plan artist logistics separately from the public programme. Give performers arrival times, reception details, changing-room arrangements and sound information at least one week before the event.
Treat power and cables as part of the site layout, not as a last-minute equipment issue. Reserve outlets, keep extension cords away from public paths with cable mats, and test battery-powered speakers and microphones before opening.
Make the weather decision at a fixed time, such as 8 a.m. on the event day. Tell artists, crew and visitors what happens if performances move under party tents, change location or are cancelled, and inspect the site again after setup.

Frequently asked questions

How far in advance should I plan a street theatre event?: Start planning at least eight to twelve weeks ahead. Submit the permit application once the venue, playing areas and traffic impact are clear, ideally no later than four weeks before the event.
Do I need a permit for a street theatre event?: Often, yes, especially when performances use public space, affect traffic or attract a larger audience. Check the local requirements before booking the final route and allow at least four weeks for the application process.
How much space does a street theatre performance need?: Allow a clear performance area plus an audience zone and access route. Measure each act’s requirements in advance and keep emergency access routes unobstructed throughout the event; the exact dimensions depend on the act and venue.
When should I send the artist briefing?: Send the first complete briefing at least one week before the event, including arrival times, playing areas, schedule, power, weather arrangements and contact details. Issue a final update 24 hours before opening if the forecast or site plan changes.

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.