How to organise a theatre festival without losing control

A theatre festival becomes manageable when you build it in the right order: fix the date and venue first, then shape the programme, confirm performers and check the technical setup. After that, focus on permits, insurance, registrations and audience communication. The final week is about turning plans into usable documents, labelled spaces and ready equipment. This guide highlights the points organisers most often leave too late, from artist travel to microphones, refreshments and volunteer cover.

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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 festival date
2
Define venue and play areas
2 people
3
Schedule performances
3 people
4
Create the running order
2 people
5
Confirm performers
2 people
6
Gather technical requirements
2 people
7
Make reservations
2 people
8
Check permits
2 people
9
Check insurance policies
10
Send artist information
11
Recruit volunteers
2 people
12
Assign volunteers
2 people
13
Send invitations
2 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Publish the program online
17
Send audience information
18
Confirm artist travel
19
Print technical run sheets
20
Prepare name badges
2 people
21
Print audience lists
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
4 people
25
Collect materials
3 people

Event

26
Open venue
2 people
27
Receive deliveries
3 people
28
Clean the audience area
3 people
29
Clear the play areas
3 people
30
Build stage sections
4 people
31
Set up audience seating
4 people
32
Set up tables
3 people
33
Set up the reception desk
2 people
34
Set up the catering buffet
3 people
35
Hang up decorations
3 people
36
Put up directional signs
2 people
37
Install lighting
3 people
38
Connect sound equipment
3 people
39
Test microphones
2 people
40
Test lighting settings
2 people
41
Mark play areas
2 people
42
Welcome performers
2 people
43
Set up artist rooms
2 people
44
Prepare catering for artists
2 people
45
Brief volunteers
2 people
46
Open cashier and registration
2 people
47
Welcome the audience
5 people
48
Distribute program
2 people
49
Facilitate the first performance
3 people
50
Manage crowd flow
4 people
51
Serve break drinks
4 people
52
Refill drinks
2 people
53
Assist with the second performance
3 people
54
Serve snacks
3 people
55
Answer audience questions
2 people
56
Guide the third performance
3 people
57
Restock the buffet
2 people
58
Serve the artists' meal
2 people
59
Host the fourth show
3 people
60
Carry out technical changeovers
3 people
61
Check public area
2 people
62
Guide the fifth performance
3 people
63
Support the final performance
3 people
64
See the crowd off
4 people
65
Close the register
2 people

Aftercare

66
Turn off the sound equipment
2 people
67
Switch off lighting equipment
2 people
68
Collect tableware
3 people
69
Collect waste
4 people
70
Clean up catering
3 people
71
Remove decorations
3 people
72
Dismantle chairs and tables
4 people
73
Dismantle stage sections
4 people
74
Wash dishes
3 people
75
Clean the venue
4 people
76
Check materials
2 people
77
Return borrowed materials
2 people
78
Store leftover stock
2 people
79
Register lost property
80
Check out artists
2 people
81
Collect invoices and receipts
82
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 14
Folding chairsqty 280
Bar stoolsqty 12
Tableclothsqty 14
Stage sectionsqty 12
Dressing room racksqty 4
Changing room chairsqty 12
Waste binsqty 12

Tableware

Reusable drinking glassesqty 300
Coffee cupsqty 80
Platesqty 300
Pastry forksqty 300
Serving spoonsqty 12
Pliersqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 20
Coolersqty 8
Ice containersqty 6
Kettlesqty 4
Coffee machinesqty 3
Serving jugsqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 10
Laptop
Walkie-talkiesqty 10
Power banksqty 8
Laptop locksqty 2

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lampsqty 12

Decorations

Theater curtainsqty 4
Program standsqty 8
Decorative clothsqty 12
Flower arrangementsqty 8
Directional signsqty 12
Program boardsqty 6
Chalkboardsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Registration

Cash box
Payment terminalqty 2
Clipboardsqty 8
Name badge holdersqty 80
Pensqty 30
Wristbandsqty 300

Cleaning

Mop setsqty 4
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Cleaning glovesqty 12

Catering

Groceries

Tips

Start with the venue and playing areas before confirming the full programme. Measure each performance space and note where stage sections, folding chairs, tables, dressing-room racks and audience circulation will go.
Create one running order with realistic changeover times, not just performance times. Allow at least 15 minutes between acts when microphones, DI boxes, speakers or other technical equipment must be moved or tested.
Collect technical requirements and artist travel details as soon as performers are confirmed. Print technical run sheets before opening day and keep a paper copy at the mixer position and backstage.
Assign volunteers to specific shifts and locations rather than recruiting a general pool. Cover the entrance, audience seating, backstage and refreshments separately, with overlap during arrivals and performance changeovers.
Prepare food and drink for service, not just purchase. Chill drinks in advance, set out reusable glasses and coffee equipment, and keep snacks, plates, pastry forks, serving spoons, coolers and waste bins where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a theatre festival?: Start at least 6 months ahead if several performers, venues or permits are involved. Confirm the date and venue first, then schedule performances and lock in artists before publishing the programme.
How much time should I allow between theatre festival performances?: Allow at least 15 minutes for a simple changeover and 30 minutes if staging, microphones or speakers need to be repositioned. Add extra time after the opening slot and before any performance with a complex technical setup.
When should I send theatre festival audience information?: Send practical audience information 7 to 10 days before the festival, after registrations and dietary requirements have been processed. Include arrival instructions, the running order, start times and any seating or venue details.
How many volunteers do I need for a theatre festival?: Plan at least one volunteer for the entrance, one for audience seating and one backstage for each active performance area. Add a separate refreshments volunteer during arrival and interval periods, then increase coverage when areas operate simultaneously.

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