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

A theatre festival needs more than a programme and a venue. Start by fixing the date, reserving suitable halls and confirming performances before opening registrations. Then build the operational plan around audience numbers, dietary requirements, volunteers, technical needs and routes between halls. The final days are for staging, signage, catering, safety checks and a technical rehearsal—not for solving basic bookings or missing 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
Set the festival date
2 people
2
Reserve venue
3
Compile program
3 people
4
Confirm performances
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Schedule volunteers
2 people
9
Make reservations
10
Order catering
2 people
11
Coordinate technical setup
2 people
12
Check the safety plan
2 people
13
Create routes to the halls
14
Print floor plan
15
Design signage
16
Publish audience information
17
Check decorations
2 people
18
Plan the technical rehearsal
2 people
19
Collect materials
3 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Sort program booklets
2 people
23
Set up set pieces
3 people
24
Set up the stage
4 people
25
Hang theater curtains
3 people
26
Set up lighting
3 people
27
Set up the sound system
3 people
28
Create the room layout
4 people
29
Set up chairs
4 people
30
Set up the foyer
3 people
31
Set up info desk
2 people
32
Set up the ticket counter
2 people
33
Build the catering buffet
3 people
34
Prepare coffee and tea
2 people
35
Set up signage
2 people
36
Lay out the programs
2 people
37
Test the equipment
3 people
38
Set lighting scenes
2 people
39
Test microphones
2 people

Event

40
Welcome performers
2 people
41
Give the artist briefing
2 people
42
Handle guest reception
4 people
43
Check tickets
3 people
44
Escort audience to the hall
3 people
45
Give the opening speech
46
Assist with performance one
3 people
47
Serve break drinks
4 people
48
Refill drinks
2 people
49
Support performance two
3 people
50
Guide the audience between rooms
3 people
51
Serve the evening buffet
5 people
52
Collect tableware
2 people
53
Support performance three
3 people
54
Clear the foyer
3 people
55
Refill drinks
2 people
56
Support Final Performance
3 people
57
Deliver the closing speech
58
Guide Crowd Exit
4 people
59
Collect lost and found items
2 people

Aftercare

60
Dismantle the lighting setup
3 people
61
Dismantle the sound system
3 people
62
Dismantle set pieces
3 people
63
Clear away chairs and tables
4 people
64
Wash dishes
3 people
65
Collect waste
3 people
66
Clean the rooms
4 people
67
Clean the foyer
3 people
68
Inventory materials
2 people
69
Return materials
2 people
70
Store leftover catering
2 people
71
Return borrowed items
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Theater seatsqty 300
Foldable tablesqty 12
Bar stoolsqty 8
Changing room chairsqty 20
Clothes racksqty 6
Waste binsqty 12

Tableware

Coffee cupsqty 180
Water glassesqty 300
Wine glassesqty 180
Platesqty 300
Forksqty 300
Knivesqty 300
Spoonsqty 250

Catering

Serving traysqty 12
Pitchersqty 8
Food warmersqty 6
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Groceries

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Audio cablesqty 12
Extension cordsqty 12
Power stripsqty 10
Laptopqty 2
Toolboxesqty 3
Cable matsqty 20
Rolling boardsqty 4
Fire extinguishersqty 4
First aid kitsqty 2

Lighting

Theatre spotlightsqty 8
Light standsqty 4
LED string lightsqty 6

Decorations

Theater curtainsqty 4
Backdropsqty 4
Decorative panelsqty 10
Prop boxesqty 8
Red carpetsqty 2
Directional signsqty 20
Program boardsqty 6
Name badgesqty 40

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Thermos flasksqty 8
Coolersqty 4

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 3
Cleaning glovesqty 12

Tips

Confirm the venue before publishing the programme. Check how many theatre seats, changing-room chairs and clothes racks each hall can hold, and keep the audience route between halls clear.
Set a registration deadline early enough to process names and dietary requirements before catering is ordered. Use the final registration count to plan plates, cutlery, glasses and serving space.
Schedule the technical rehearsal before the festival day, with the performers, mixer, speakers, wireless microphones, theatre spotlights and laptop in place. Test every audio cable, extension cord and power strip rather than discovering faults during the first performance.
Give volunteers written shifts and fixed meeting points. One person should know the audience routes and floor plan, while others cover registration, backstage support, catering and transitions between halls.
Finish the physical setup before doors open: assemble stage sections, hang theatre curtains, place signage and print the floor plan. Chill drinks and sort programme booklets in advance so the entrance does not become a bottleneck.

Frequently asked questions

How far in advance should I start organising a theatre festival?: Start at least 6 months before the festival date. Venue availability and performance confirmations come first; registrations, volunteers, catering and technical planning can then follow a fixed schedule.
When should performers be confirmed for a theatre festival?: Confirm performers before publishing the programme or sending invitations, ideally 4 to 6 months ahead. This leaves time to arrange the running order, technical requirements and rehearsal schedule.
How long before the festival should catering be ordered?: Place the catering order after registrations close and dietary requirements have been checked, usually 1 to 2 weeks before the event. Keep a small buffer for late changes, but do not wait until the setup day.
When should the technical rehearsal take place?: Plan the technical rehearsal at least 1 day before the first performance whenever possible. Test microphones, speakers, mixer, lighting, cables and power connections with the actual performers and stage setup.

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.