How to organise a theatre evening

A theatre evening needs more than a performance and a room. Start by confirming the show, date, venue, permissions and the people needed to stage it. Then work backwards from the event to schedule rehearsals, invitations, registration, scenery, costumes, props and technical testing. In the final week, focus on practical details: audience numbers, dietary requirements, programmes, parking information and a full technical rehearsal. The biggest problems usually appear when access, power, microphones or last-minute changes are left until the event day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm the performance and date
2 people
2
Reserve venue
3
Check permits
4
Arrange performance rights
5
Confirm cast and crew
2 people
6
Create rehearsal schedule
7
Design invitations
8
Send invitations
2 people
9
Open registrations
10
Publish promotion
11
Develop the decor design
2 people
12
Select costumes
2 people
13
Create prop list
2 people
14
Create technical plan
2 people
15
Process registrations
16
Collect dietary requirements
17
Calculate catering quantities
2 people
18
Print the program
19
Send route and parking information
20
Build decor
3 people
21
Check props
2 people
22
Try on costumes
3 people
23
Conduct the technical rehearsal
5 people
24
Hold final rehearsal
8 people
25
Close public list
26
Confirm catering
27
Check the shopping list
2 people
28
Do the shopping
3 people
29
Transport the decor to the venue
3 people
30
Bring costumes to the venue
2 people
31
Set up the audience reception area
2 people
32
Set out the room layout
3 people
33
Set up stage sections
4 people
34
Set up decor
4 people
35
Hang and aim the lights
3 people
36
Connect the sound system
2 people
37
Test microphones
2 people
38
Set up high tables and cloakroom
2 people
39
Set up the coffee and bar area
3 people
40
Chill drinks
2 people
41
Prepare snacks
3 people
42
Set out tableware
2 people
43
Lay out the programs
44
Set up changing rooms
2 people
45
Lay out costumes
2 people
46
Set up props
2 people
47
Program lighting settings
2 people
48
Carry out final technical check
3 people
49
Briefing for reception team
2 people
50
Give the backstage briefing
3 people

Event

51
Open the doors
4 people
52
Welcome visitors
4 people
53
Hand out programs
2 people
54
Serve coffee and tea
3 people
55
Guide visitors to the hall
2 people
56
Handle the announcement
57
Operate lighting and sound
2 people
58
Swap Props
2 people
59
Guide backstage outfit changes
2 people
60
Refill drinks
2 people
61
Serve break snacks
4 people
62
Announce break
63
Conduct room rounds
2 people
64
Lead the applause moment
65
Guide the audience to the exit
3 people
66
Staff the cloakroom
2 people

Aftercare

67
Close out the drinks
2 people
68
Take down the décor
4 people
69
Dismantle stage sections
4 people
70
Turn off the lights and sound
2 people
71
Gather props and costumes
3 people
72
Wash dishes
3 people
73
Sort and dispose of waste
2 people
74
Clean the room
3 people
75
Clean changing rooms
2 people
76
Final venue check
2 people
77
Collect lost and found items
78
Return materials
2 people
79
Wash and store costumes
2 people
80
Return props
2 people
81
Store leftover stock
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Chairsqty 110
High tablesqty 8
Clothes racksqty 3
Foldable tablesqty 6
Bar stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Water jugsqty 8
Thermos bottlesqty 4

Equipment

Mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Laptop
DI box
Cash box
Payment terminal
Entrance sign
Toolbox
Cordless drill driversqty 2
Hammersqty 2
Measuring tapesqty 2
Step laddersqty 2
Gaffer tapeqty 6
Cable tiesqty 2

Lighting

Theatre spotlightsqty 8
Light standsqty 4
Extension cordsqty 8
Power stripsqty 8

Decorations

Backdrop
Curtainsqty 2
Table runnersqty 8
Flower arrangementsqty 6
Program standsqty 4
Chalkboardsqty 3
Directional signsqty 8
Coat hangersqty 120
Name badgesqty 20
Wristbandsqty 120

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the performance, date and venue before promoting the evening. Check permits and performance rights at the same time, because unresolved permissions can stop the event even when rehearsals are complete.
Build the rehearsal schedule around the cast and crew, then reserve time for both a technical rehearsal and a final rehearsal. Test speakers, wireless microphones, the laptop, DI box and theatre spotlights in the actual venue rather than relying on a checklist.
Treat scenery, costumes and props as separate workstreams. Finish the decor design before building stage sections, check every prop against the prop list, and arrange a costume try-on early enough to replace or adjust anything that does not work.
Close public registration before you calculate catering quantities. Use the final number of guests and collected dietary requirements to plan coffee, tea, pastries, plates, glasses and serving equipment instead of estimating from invitation numbers.
Send route and parking information with the programme or final audience message before the event. On the day, check extension cords and power strips before connecting lighting or sound, and keep cables clear of audience and performer routes.

Frequently asked questions

How far in advance should I organise a theatre evening?: Start at least 8 to 12 weeks before the performance. Book the venue, confirm performance rights and the cast first; invitations and promotion should follow only after those details are secure.
When should I schedule the technical rehearsal for a theatre evening?: Schedule it 1 to 3 days before the performance, with the same equipment and venue layout planned for the event. Allow several hours to test microphones, speakers, lighting, cables and scene changes.
How many drinks should I provide for a theatre evening?: For a reception of up to 2 hours, plan roughly 2 to 3 drinks per guest in the first hour and 1 to 2 more per guest afterwards. Calculate the final quantity from closed registrations, then add about 10% for unexpected demand.
When should I close registration and print the theatre programme?: Close the public list 3 to 5 days before the performance so you can confirm catering and dietary requirements. Print the programme after the running order, cast details and practical audience information are final.

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.