How to organise a theatre evening without last-minute problems

A theatre evening depends on more than the performance itself. Start by fixing the date and venue, then work backwards from the show to plan invitations, registrations, scripts, costumes, props and technical checks. On the day, leave enough time to clear the stage, arrange chairs and reception tables, connect lights and sound, and run a full technical rehearsal. This plan covers the details that are often left until the final hour, including dietary requirements, cables, costumes and serving equipment.

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
Reserve the venue and hall
2
Set the performance date
2 people
3
Draft invitations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Print program and times
8
Check the scripts and props
3 people
9
Collect costumes
3 people
10
Check decor parts
2 people
11
Test the equipment
2 people
12
Confirm chairs and tables
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Bring materials to the venue
3 people
16
Open hall
2 people
17
Clear the stage area
3 people
18
Set up chairs
4 people
19
Set up tables for reception
2 people
20
Set up decor
4 people
21
Set up props
2 people
22
Lay out costumes and makeup
2 people
23
Connect lights and cables
2 people
24
Connect the sound system
2 people
25
Conduct the technical rehearsal
4 people
26
Prepare break snacks
3 people
27
Prepare coffee and tea
2 people
28
Chill drinks
2 people
29
Set up the reception desk
2 people
30
Lay out programs and tickets
2 people
31
Prepare the changing room
2 people
32
Check the public entrance
2 people

Event

33
Welcome the audience
3 people
34
Check tickets
2 people
35
Manage the cloakroom
2 people
36
Announce the program
37
Assist the performance
3 people
38
Operate lighting and sound
2 people
39
Serve break drinks
4 people
40
Refill drinks
2 people
41
Restock break snacks
2 people
42
Guide the second part
3 people
43
Lead the applause moment
2 people
44
See the audience out
3 people

Aftercare

45
Pack props
3 people
46
Take down the décor
4 people
47
Switch off the equipment
2 people
48
Wash dishes
3 people
49
Collect waste
3 people
50
Clean the room
4 people
51
Put furniture back
3 people
52
Lock up the venue
2 people
53
Wash and store costumes
2 people
54
Return materials
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 6
Coat racksqty 2
Foldable tablesqty 2

Tableware

Coffee cupsqty 90
Glassesqty 100
Teaspoonsqty 90
Cake platesqty 90
Serving traysqty 8

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Clothes racksqty 3
Clothes hangersqty 100
Storage boxesqty 10
Toolboxesqty 2
Step laddersqty 2

Lighting

Stage spotlightsqty 4
LED work lightsqty 2

Decorations

Backdrop
Decorative panelsqty 4
Curtainsqty 4
Tableclothsqty 6
Flower arrangementsqty 4
Adhesive hooksqty 20
Gaffer tapeqty 4
Program standsqty 2
Information boardsqty 4
Directional signsqty 12
Cloakroom numbersqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4

Catering

Groceries

Cleaning

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

Tips

Set the performance date and reserve the hall before sending invitations. Close registrations several days before the event so you have final numbers for chairs, reception supplies and dietary requirements.
Print the programme and running times before the day of the performance. Keep copies at the entrance and backstage, and check every script, prop, costume and decorative part against the planned scenes.
Allow at least 2 hours before guests arrive for venue setup. This gives you time to clear the stage, arrange chairs and tables, install the backdrop and décor, and lay out costumes and makeup without rushing.
Treat the technical rehearsal as a separate appointment, not a quick sound check. Test the wireless microphones, speakers, mixer, laptop, spotlights, extension cords and cable mats with the performers in position.
Prepare the reception separately from the stage. Set out cups, glasses, teaspoons, cake plates and serving trays, and check coffee machines, kettles, thermos flasks and coolers before the audience enters.

Frequently asked questions

How far in advance should I organise a theatre evening?: Reserve the venue and set the performance date at least 8 to 12 weeks ahead. Send invitations 4 to 6 weeks before the event, then close registrations several days before the performance.
How much setup time is needed for a theatre evening?: Allow at least 2 hours for chairs, tables, décor, costumes and stage props. Add another 60 to 90 minutes for connecting lights and sound and completing the technical rehearsal.
When should I check the theatre equipment?: Test the microphones, speakers, mixer, laptop, lights and cables during a technical rehearsal on the same day, ideally 2 to 3 hours before guests arrive. Do not wait until the audience is seated.
How many chairs and reception supplies do I need?: Use the final registration count to plan one chair per guest, plus a small reserve if the hall allows it. Prepare cups, glasses, plates and serving trays before opening the hall, and keep dietary requirements with the reception supplies.

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.