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

A theatre festival needs more than a strong programme. Start by fixing the date and venue, then build the schedule around confirmed theatre groups and realistic changeover times. While performers are being booked, check permits, insurance, equipment and catering rather than leaving them until the final week. In the last days, turn the plan into a run sheet, brief volunteers and send visitors the information they need. On the day, keep loading, stage setup, sound checks and audience seating in a fixed 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 the festival date and location
2 people
2
Contact theater groups
2 people
3
Compile program
3 people
4
Confirm performances and times
2 people
5
Check permits
6
Check insurance details
7
Make material reservations
2 people
8
Book catering
9
Recruit volunteers
2 people
10
Assign volunteers
2 people
11
Send invitations
2 people
12
Publish on social media
13
Process registrations
2 people
14
Collect dietary requirements
15
Send visitor information
2 people
16
Print the run sheet
17
Prepare name badges
2 people
18
Sort program leaflets
2 people
19
Do the shopping
3 people
20
Collect set pieces
2 people
21
Test technical equipment
3 people
22
Open venue
2 people
23
Clear the loading and unloading area
2 people
24
Set up the stage
5 people
25
Set up chairs
4 people
26
Set up tables
3 people
27
Set up the registration desk
2 people
28
Set up backstage
3 people
29
Set up set pieces
4 people
30
Hang decorations
3 people
31
Hang and aim the lights
3 people
32
Connect sound
3 people
33
Test microphones
2 people
34
Test the lighting plan
2 people
35
Set up the catering buffet
3 people
36
Chill drinks
2 people
37
Prepare snacks
4 people
38
Put out program brochures
2 people
39
Brief audience guides
2 people

Event

40
Welcome performers
3 people
41
Check in the performers
2 people
42
Welcome the audience
4 people
43
Check tickets
2 people
44
Distribute program
2 people
45
Give the opening speech
46
Facilitate the first performance
3 people
47
Serve break drinks
4 people
48
Refill drinks
2 people
49
Assist with the second performance
3 people
50
Escort audience to the hall
3 people
51
Guide the evening performance
4 people
52
Serve the evening break
4 people
53
Moderate audience questions
2 people
54
Support the closing performance
4 people
55
Lead the final applause moment
2 people
56
Guide the audience to the exit
3 people
57
Collect lost and found items
2 people

Aftercare

58
Secure leftover catering
3 people
59
Switch off equipment
2 people
60
Dismantle set pieces
4 people
61
Dismantle the stage
5 people
62
Clear away chairs and tables
4 people
63
Wash dishes
3 people
64
Sort waste
3 people
65
Clean the room
4 people
66
Clean the restrooms
2 people
67
Inventory materials
2 people
68
Return borrowed equipment
2 people
69
Hand over the venue
2 people
70
Return performer equipment
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 100
Stage matsqty 6
High tablesqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Stage monitorsqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Laptop
Music player

Lighting

Theatre spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12
Battery lampsqty 8

Decorations

Black stage drapesqty 6
Backdrop clothqty 2
Decorative panelsqty 8
Festival bannerqty 2
Directional signsqty 12
Program standsqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Paper garlandsqty 10

Tableware

Dinner platesqty 200
Dessert platesqty 200
Coffee cupsqty 120
Water glassesqty 220
Wine glassesqty 120
Coffee spoonsqty 120
Tablespoonsqty 200
Forksqty 200
Knivesqty 200
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Cooling racksqty 4
Aluminum foilqty 4
Cling filmqty 4

Catering

Cash drawer
Payment terminal
Menu boardsqty 4
Allergen chartqty 4
Drink dispensersqty 4
Serving traysqty 8
Bread basketsqty 8
Ice packsqty 24
Groceries

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Toilet brushesqty 4
Rubber glovesqty 8
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Other

Admission wristbandsqty 250
Name badgesqty 80
Ballpoint pensqty 30
Clipboardsqty 6
Notepadsqty 10
Gaffer tapeqty 8
Cable tiesqty 200
Scissor setsqty 6
Tool casesqty 2
First aid kitsqty 2

Tips

Confirm each theatre group in writing, including performance length, arrival time, technical needs and the person responsible on the day. Leave enough time between acts for set changes, microphone checks and moving props.
Check permits and insurance as soon as the venue and programme are known. A festival with public performances, temporary staging, amplified sound or food service may need separate approvals, so do not wait until invitations have gone out.
Book technical equipment against the programme, not a generic list. Test the speakers, mixing desk, wireless microphones, DI boxes, monitors, lighting controller and cables before opening the venue, and bring extension cords and power strips that match the setup.
Give volunteers specific shifts and hand them a printed run sheet. Assign separate people to registration, backstage changes, audience seating, catering and urgent communication; otherwise one late performer can pull the whole team away from the entrance.
Send practical visitor information before the festival and collect dietary requirements at registration. Include arrival instructions, programme times, venue access and contact details, then sort programme folders, name badges and directional signs before doors open.

Frequently asked questions

How long does it take to organise a theatre festival?: Allow at least 8 to 12 weeks for a small festival, and longer if several theatre groups, permits or hired technical equipment are involved. Fix the date and venue first, then confirm the programme before publishing invitations.
How much time should be between theatre festival performances?: Plan at least 20 to 30 minutes between short performances for audience movement, set changes and a basic technical check. Add more time when groups bring large decor pieces or need different microphones, lighting or stage positions.
When should I book equipment for a theatre festival?: Reserve staging, chairs, sound and lighting as soon as the programme and venue are confirmed, ideally 6 to 8 weeks before the event. Test everything before opening and check that cables, stands, power distribution and spare batteries are included.
When should volunteers receive the theatre festival schedule?: Send the first shift plan at least 7 days before the festival and confirm it again 24 hours beforehand. Give every volunteer a printed run sheet with their start time, position, break and the person to contact if something changes.

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