How to organise a theatre evening without last-minute problems

A theatre evening depends on two schedules: the audience schedule and the production schedule. Start by confirming the performance, date and hall, then work backwards from the doors opening to set deadlines for tickets, catering, equipment and staging. Guest numbers affect seating, refreshments and the cloakroom, while the performance affects sound, lighting and backstage space. Use one final check to connect both sides 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
Reserve the room
2
Confirm the performance and date
2 people
3
Draft invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Print the program
8
Process ticket sales
9
Develop the decor design
2 people
10
Collect decor pieces
3 people
11
Check equipment
2 people
12
Order catering
13
Assign volunteers
14
Send directions
15
Check tickets and guest list
2 people
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Pre-assemble the decor
3 people
19
Lay out clothing and props
2 people

Event

20
Open hall
2 people
21
Receive deliveries
2 people
22
Set up the stage and performance area
4 people
23
Set up decor
3 people
24
Set up chairs
3 people
25
Set up entrance and cloakroom table
2 people
26
Connect lighting and sound
2 people
27
Test microphones
2 people
28
Set lighting scenes
2 people
29
Set up props
2 people
30
Set up the changing area
2 people
31
Prepare coffee and tea
2 people
32
Portion snacks
2 people
33
Lay out programs and maps
2 people
34
Set up the cloakroom
2 people
35
Open the doors
3 people
36
Welcome visitors
3 people
37
Manage the cloakroom
2 people
38
Direct Visitors to Seats
2 people
39
Start the show
2 people
40
Operate lighting and sound
2 people
41
Swap Props
2 people
42
Refill drinks
2 people
43
Serve break snacks
3 people
44
Reset the hall
2 people
45
Wrap up performance
2 people
46
See the audience out
3 people
47
Issue the cloakroom
2 people

Aftercare

48
Chill leftover catering
2 people
49
Take down the décor
4 people
50
Switch off the equipment
2 people
51
Clear away chairs and tables
3 people
52
Wash dishes
2 people
53
Collect waste
2 people
54
Clean the room
3 people
55
Check and pack items
2 people
56
Return borrowed items
2 people
57
Clear away leftover items
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Dressing room tablesqty 2
Folding chairs backstageqty 6

Equipment

Speakersqty 2
Audio mixer
Wireless microphonesqty 2
Microphone standsqty 2
Playback laptop
Extension cordsqty 4
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED stage lightsqty 4
Work lightsqty 2
Cable dimmersqty 2

Decorations

Backdrop clothsqty 2
Decorative panelsqty 4
Decorative plantsqty 6
Tableclothsqty 8
Entrance sign
Direction arrowsqty 8
Name badgesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Forksqty 80
Teaspoonsqty 80
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2
Storage binsqty 6
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Book the hall and confirm the performance date before sending invitations. Set the ticket or registration deadline at least 7 days before the evening so you can finalise seating, dietary requirements and catering quantities.
Check sound, lighting and power at least 3 days in advance. Test the speakers, mixer, wireless microphones, playback laptop and LED stage lights in the actual room, then secure extension cords and power strips with gaffer tape.
Finish the stage layout before setting audience chairs. Build the playing area, place backdrop cloths and panels, and leave a clear route from the entrance to the seating area and backstage.
Close registrations 5 to 7 days before the event and print the guest list, tickets and programme after that point. Keep dietary requirements with the catering notes rather than relying on memory at the door.
Set up the entrance and cloakroom before opening the hall, and assign at least one volunteer to check tickets and one to guide guests. Chill drinks and receive catering deliveries no later than 60 minutes before doors open.

Frequently asked questions

How far in advance should I plan a theatre evening?: Start at least 4 to 6 weeks ahead if you need to reserve a hall, confirm a performance and sell tickets. Send invitations once the date, venue and booking method are fixed.
When should theatre evening ticket sales close?: Close sales or registrations 5 to 7 days before the performance. This gives you time to confirm seating, dietary requirements, catering and the printed guest list.
When should I test the theatre sound and lighting?: Test the speakers, audio mixer, microphones, playback laptop and stage lights at least 3 days before the event. Run a second check when the hall is opened, before guests arrive.
How early should volunteers arrive for a theatre evening?: Have the setup team arrive 2 to 3 hours before doors open, especially if the stage, decor and chairs still need to be placed. The entrance and ticket-checking team should be ready at least 30 minutes before opening.

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.