How to organise a theatre festival

A theatre festival needs one clear running order: fix the date and programme, secure the venue, then coordinate performers, staff, tickets and technical needs. Close registration before you calculate catering and print brochures, because late changes affect both numbers and timings. The final week is for collecting dietary requirements, checking equipment and confirming access. On the day, leave enough time to test sound, lighting and payments before opening the doors.

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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 festival date and program
2 people
2
Reserve the Venue and Play Areas
3
Confirm performances and times
2 people
4
Invite Performers and Staff
2 people
5
Send invitations
2 people
6
Open online registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Close ticket sales and the guest list
10
Prepare program brochures
2 people
11
Send artist information
12
Gather technical requirements
2 people
13
Make material reservations
14
Calculate catering quantities
2 people
15
Check the shopping list
16
Do the shopping
3 people
17
Pick up drinks and chilled products
2 people
18
Finish the Program Brochures
2 people
19
Prepare name badges
20
Check equipment and cables
2 people
21
Review the performances technically
3 people
22
Arrange venue keys and access
23
Test the cash register and payment terminal
2 people
24
Open venue
2 people
25
Check the hall and entrance
2 people
26
Build stage sections
4 people
27
Arrange chairs in theater setup
4 people
28
Set up tables for reception
2 people
29
Set up the cloakroom
2 people
30
Hang lighting equipment
3 people
31
Connect sound equipment
3 people
32
Test microphones and music
2 people
33
Set up set pieces
3 people
34
Hang decoration at the entrance
2 people
35
Chill drinks
2 people
36
Set up the coffee and tea station
2 people
37
Prepare snacks
3 people
38
Build the catering buffet
2 people
39
Lay out program brochures and badges
2 people
40
Place route and room signs
2 people

Event

41
Welcome performers
2 people
42
Set up the artist dressing room
43
Open the public desk
2 people
44
Register visitors
3 people
45
Hand out program brochures
2 people
46
Escort guests to the hall
3 people
47
Facilitate the first performance
3 people
48
Change the Decor
4 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Assist with the second performance
3 people
52
Check hall and foyer in between
2 people
53
Refill coffee and tea
2 people
54
Announce evening program
55
Guide the third performance
3 people
56
Restock break buffet
3 people
57
Guide the audience during the break
3 people
58
Host the fourth show
3 people
59
Set lighting cues for the finale
2 people
60
Support the closing performance
3 people
61
Escort performers to the closing
2 people
62
Provide the closing and thank-you speech
63
Guide departing visitors
3 people
64
Collect lost and found items

Aftercare

65
Close the register
2 people
66
Collect tableware and glasses
3 people
67
Package food safely
2 people
68
Empty trash bins
3 people
69
Clean the foyer
3 people
70
Clean the rooms
3 people
71
Pack up decor and props
4 people
72
Dismantle lighting and sound equipment
3 people
73
Put chairs and tables back
4 people
74
Dismantle stage sections
4 people
75
Hand over the venue
2 people
76
Sort leftover materials
2 people
77
Return borrowed materials
2 people
78
Clear away unused groceries
79
Handle lost and found

What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 10
Queue barriersqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Speaker cablesqty 4
Audio cablesqty 8
Laptop
Music player
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 12

Lighting

Stage spotlightsqty 6
Light standsqty 2
Light controller
Atmosphere lightsqty 12
Batteriesqty 24

Decorations

Backdrop clothsqty 3
Decorative panelsqty 6
Decorative plantsqty 8
Festival Flagsqty 20
Directional signsqty 12
Program boardsqty 5
Sticky tackqty 4
Gaffer tapeqty 6

Tableware

Water glassesqty 200
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 8
Ice packsqty 12
Aluminum foilqty 4
Cling filmqty 3

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning spongesqty 12
Hand soap dispensersqty 4
Paper towelsqty 8

Catering

Groceries

Tips

Confirm every performance time with the performers before publishing the programme. Ask for technical requirements at the same time, so missing microphones, cables or lighting can be arranged before the final week.
Close ticket sales and the guest list before calculating catering quantities. Use the final headcount, including performers and staff, rather than an early registration estimate.
Send artists and staff one practical information message several days before the festival. Include arrival time, venue access, dressing or waiting arrangements and who to contact on site.
Schedule the technical review before the audience arrives, not during the first performance. Check the speakers, mixing desk, wireless microphones, cables, stage lighting and power connections in the actual rooms.
Prepare the entrance as a separate work area. Set out name badges, brochures, queue barriers, signs and the payment terminal, then open the venue only after the hall and entrance have been checked.

Frequently asked questions

How far in advance should I organise a theatre festival?: Start at least 8 to 12 weeks before the festival if performers, venue space and equipment still need to be arranged. Set the date and programme first, then work backwards from ticket closing and the technical review.
When should I close registration for a theatre festival?: Close registration several days before the event, once you have enough time to calculate catering, prepare the guest list and finish brochures. A practical deadline is 3 to 5 days before opening, unless your venue requires an earlier final count.
How much time should I allow for technical checks?: Allow at least 2 hours for a small festival with one performance area, and more if several spaces run at once. Test every microphone, cable, speaker, light and payment device before doors open.
What should I confirm with performers before a theatre festival?: Confirm the performance time, arrival time and technical requirements at least 1 week in advance. Ask about microphones, playback, stage layout, lighting and any equipment they are bringing themselves.

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.