How to organise a theatre festival from first plan to final curtain

A theatre festival depends on several schedules lining up: venues, performances, artists, technicians, ticket sales and front-of-house teams. Start by fixing the date, programme and rooms, then work outward to permits, insurance, contracts and technical requirements. Open ticket sales only after performance times and capacity are confirmed. In the final weeks, turn every decision into a running order, contact list, signage plan and volunteer rota so the festival team can act without guessing.

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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
Set the date and program
2 people
2
Reserve the venue and rooms
3
Confirm performances and times
2 people
4
Confirm artists and technicians
2 people
5
Arrange permits and notifications
6
Check insurance details
7
Create a festival map
2 people
8
Prepare the print-ready program
9
Send invitations
2 people
10
Open online ticket sales
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Make reservations for technical equipment
15
Calculate catering quantities
2 people
16
Collect technical sheets
2 people
17
Create the schedule and contact list
2 people
18
Order groceries
19
Have programs printed
20
Prepare name badges
2 people
21
Make route and room signs
2 people
22
Send audience emails
23
Confirm technical schedule
2 people
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare catering
3 people

Event

27
Open venue
2 people
28
Unload and check equipment
4 people
29
Build stage sections
4 people
30
Set up audience seating
4 people
31
Set up tables for reception
2 people
32
Hang and aim the lights
3 people
33
Connect sound
3 people
34
Test microphones
2 people
35
Set up decor and backdrops
3 people
36
Set up changing rooms
2 people
37
Build the catering buffet
3 people
38
Set up the coffee and tea station
2 people
39
Hang route signs
2 people
40
Prepare programs and badges
2 people
41
Welcome performers
2 people
42
Perform the technical sound check
3 people
43
Program lighting settings
2 people
44
Open reception for attendees
3 people
45
Check tickets
3 people
46
Escort visitors to rooms
3 people
47
Give the opening speech
48
Facilitate the first performance
3 people
49
Serve break drinks
4 people
50
Refill drinks
2 people
51
Assist with the second performance
3 people
52
Moderate audience questions
2 people
53
Carry out a light and decor change
4 people
54
Refill snacks
3 people
55
Guide the third performance
3 people
56
Serve dinner
5 people
57
Collect tableware and glasses
3 people
58
Host the fourth show
3 people
59
Guide the audience to the closing program
3 people
60
Support the closing performance
4 people
61
Thank the performers
2 people
62
Guide the audience to the exit
3 people
63
Close the cash register and lost and found
2 people
64
Shut down equipment safely
3 people

Aftercare

65
Sort decor and props
3 people
66
Dismantle the stage and chairs
5 people
67
Pack equipment
3 people
68
Wash dishes
3 people
69
Collect waste
3 people
70
Clean the rooms
4 people
71
Clean the restrooms
2 people
72
Hand over the venue
2 people
73
Return borrowed materials
2 people
74
Store leftover stock
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Audience chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Changing room chairsqty 20
Clothes racksqty 4
Bollardsqty 12
Red carpetsqty 2

Tableware

Water glassesqty 200
Wine glassesqty 120
Coffee cupsqty 120
Platesqty 200
Dessert platesqty 180
Cutlery setsqty 200
Serving bowlsqty 18
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 6

Equipment

Mixing consolesqty 2
Active speakersqty 6
Subwoofersqty 2
Wireless microphonesqty 6
Headset microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 16
Laptop for presentation

Lighting

LED theater spotlightsqty 12
Light standsqty 6
Lighting Console
Work lightsqty 6
Mood lightingqty 10

Decorations

Backdropsqty 4
Decorative panelsqty 8
Plantsqty 12
Table runnersqty 12
Program boardsqty 6
Directional signsqty 14
Name badgesqty 60
Badge holdersqty 60
Wristbandsqty 220
Program leafletsqty 220
Markersqty 24
Tapeqty 12
Gaffer tapeqty 12

Kitchen

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 4
Kettlesqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Kitchen tongsqty 8
Serving tongsqty 12
Measuring cupsqty 4
Aluminum foilqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Lock the programme, performance times and room capacities before opening online ticket sales. Leave at least 6–8 weeks for ticketing if the festival relies on public attendance.
Ask every company for its technical sheet as soon as the booking is confirmed. Use these documents to reserve mixing desks, active speakers, subwoofers, microphones, DI boxes, cables and cable mats before the technical schedule is final.
Map the festival site before ordering furniture and signs. Count audience seats, stage sections, stage steps, tables, dressing-room chairs, clothing racks and route signs for each room rather than estimating from the total venue capacity.
Send dietary questions with registration or ticket confirmation, then calculate catering by service and attendance. Confirm the final headcount 5–7 days before the festival so food, plates, cutlery, serving bowls and drinks can be ordered without last-minute substitutions.
Create one working contact list and running order for artists, technicians, volunteers, venue staff and catering. Send the final public email 2–3 days before opening, including arrival times, room directions and any changes to the programme.

Frequently asked questions

How long does it take to organise a theatre festival?: Allow at least 6 months for a small festival and 9–12 months for a multi-venue programme. Venue availability, artist contracts, permits and technical requirements are easiest to manage when confirmed in that order.
When should I open ticket sales for a theatre festival?: Open sales once the date, programme, performance times, room capacities and ticket conditions are fixed. A practical lead time is 6–8 weeks before the first performance, with registration processing and dietary questions built into the booking flow.
When should I book theatre festival equipment and technicians?: Reserve technicians and core equipment as soon as performances are confirmed, ideally 3–6 months ahead. Finalise the technical schedule and check each company’s technical sheet no later than 2–3 weeks before the festival.
How many volunteers do I need for a theatre festival?: Plan at least 1 front-of-house volunteer per active audience entrance, plus 1 coordinator per venue or shift. Add separate cover for ticket checks, directions, artist support and room changes, and publish the rota at least 2 weeks in advance.

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