How to organise a theatre evening without last-minute problems

Start with the performance, venue and audience capacity, then build the evening backwards from the curtain time. A theatre event needs more than chairs and a stage: permissions, insurance, ticket registrations, technical checks and audience flow must be settled early. Leave time for a lighting and sound test, a final safety walk-through and front-of-house preparation. The practical plan below helps you keep production, hospitality and guest management in the right order.

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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
Confirm date and location
2
Record performance and program
2 people
3
Make venue reservation
4
Check permits
5
Check insurance
6
Recruit staff for the evening
2 people
7
Send invitations
2 people
8
Open ticket sales
9
Process registrations
2 people
10
Collect dietary requirements
11
Book catering
12
Check technical requirements
2 people
13
Create lighting plan
2 people
14
Create the decoration plan
2 people
15
Print the run sheet
16
Print the program booklets
17
Make staff name badges
18
Create audience map
19
Check escape routes
2 people
20
Check decor and props
3 people
21
Test lighting and sound equipment
2 people
22
Check the shopping list
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people

Event

26
Pick up venue keys
27
Set up the stage and performance area
4 people
28
Set up audience seating
4 people
29
Set up the entrance table
2 people
30
Set up the cloakroom
2 people
31
Set up decor
4 people
32
Set up props
2 people
33
Aim the lights
2 people
34
Connect sound equipment
2 people
35
Test microphones
2 people
36
Test music and cues
2 people
37
Set up changing rooms
2 people
38
Lay out costumes
2 people
39
Set out snacks and drinks
3 people
40
Conduct the staff briefing
3 people
41
Set up the catering buffet
3 people
42
Staff entrance and ticket check
2 people
43
Welcome the audience
3 people
44
Hand out program brochures
2 people
45
Staff the cloakroom
2 people
46
Manage technical production for the performance
2 people
47
Serve break drinks
4 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
See the crowd off
3 people

Aftercare

51
Clear out the cloakroom
2 people
52
Gather props
3 people
53
Take down the décor
4 people
54
Dismantle lighting and sound equipment
2 people
55
Clear away chairs and tables
4 people
56
Wash dishes
3 people
57
Collect waste
2 people
58
Clean halls and toilets
3 people
59
Pack supplies
2 people
60
Return borrowed materials
2 people
61
Lock up the venue
2 people
62
Keep lost and found items
63
Store unused groceries
2 people

What to bring

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

Furniture

Stage platform
Audience chairsqty 120
Foldable tablesqty 8
Coat racksqty 2
Changing room chairsqty 12
Waste binsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 6
Coffee potsqty 4
Thermos flasksqty 4

Equipment

Speakersqty 2
Microphonesqty 3
Mixer
Music player
Extension cordsqty 8
Power stripsqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 4
LED lightsqty 8

Decorations

Backdropsqty 3
Curtainsqty 4
Decorative panelsqty 6
Tapeqty 6
Cable tiesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 4
Tea towelsqty 12
Ice packsqty 12

Catering

Groceries

Tips

Confirm the date, venue and programme before opening ticket sales. Check permits and insurance at the same stage, because a venue booking alone does not confirm that the performance can legally go ahead.
Set a ticket and registration deadline at least 3 to 5 days before the event. Use the final registration list to prepare the audience map and collect dietary requirements before catering is booked.
Create the technical plan at least 1 week ahead. Check the microphones, speakers, mixer, music player, extension cords and power strips, then test the theatre spotlights, stands and LED lights during an on-site rehearsal.
Do a venue safety walk-through on the day, before guests arrive. Keep escape routes clear, position waste bins where people can find them, and check that the stage, audience chairs, coat racks and changing room areas do not obstruct movement.
Finish printed materials and hospitality before doors open. Print the run sheet and programme booklets, prepare staff name badges, chill drinks and set out coffee equipment, glasses, plates and cutlery with enough time to correct missing items.

Frequently asked questions

How far in advance should I plan a theatre evening?: Reserve the venue and confirm the performance programme as early as possible, then complete permits, insurance and staffing before ticket sales open. Aim to have the technical plan and catering confirmed at least 1 week before the event.
When should I open ticket sales for a theatre evening?: Open ticket sales once the date, location, programme and audience capacity are confirmed. Close or review registrations 3 to 5 days before the performance so you can create the seating plan and pass dietary requirements to catering.
How long before the show should I test the sound and lighting?: Run the full sound and lighting test on site at least 2 to 3 hours before guests arrive, with extra time if the venue setup is unfamiliar. Test microphones, speakers, mixer, music playback and theatre spotlights together rather than separately.
When should catering and drinks be prepared?: Confirm catering after registrations and dietary requirements are collected, preferably at least 3 days before the evening. Chill drinks and prepare snacks on the day, leaving at least 60 minutes before doors open for setup and corrections.

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.