How to organise a theatre festival from start to finish

Organising a theatre festival starts with a clear programme and a venue that can support it. From there, work in this order: confirm performers and permits, secure equipment and catering, then build the volunteer and audience plan. The final week is for checking technical details, printing materials and publishing directions—not solving basic logistics. This guide focuses on the details that are often forgotten, from dietary requirements and artist information to numbered audience cards and a usable crew schedule.

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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
Finalize the program
2 people
2
Book performers
2 people
3
Reserve venue
4
Apply for permits
5
Arrange insurance
6
Reserve equipment
7
Book catering
8
Recruit volunteers
2 people
9
Send invitations
2 people
10
Publish on social media
11
Distribute posters
3 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Gather artist information
15
Print the run sheet
2 people
16
Publish directions
17
Create the crew schedule
2 people
18
Number audience cards
2 people
19
Fold program brochures
3 people
20
Check the technical sheet
2 people
21
Check the weather forecast
22
Do the shopping
3 people
23
Prepare materials
3 people
24
Chill drinks
2 people
25
Prepare snacks
4 people
26
Open venue
2 people
27
Set up the stage
4 people
28
Hang lights
3 people
29
Connect the sound system
3 people
30
Test the equipment
3 people
31
Set up chairs
4 people
32
Set up tables
3 people
33
Hang up decorations
3 people
34
Set up the catering buffet
4 people
35
Set up the reception desk
2 people
36
Set up artist dressing rooms
2 people
37
Lay out program brochures
2 people
38
Conduct a safety check
2 people

Event

39
Welcome artists
2 people
40
Welcome the audience
4 people
41
Check tickets
3 people
42
Escort audience to the hall
3 people
43
Announce the opening
44
Assist with performance one
4 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Supervise the break program
2 people
49
Support performance two
4 people
50
Supervise the children's workshop
4 people
51
Collect audience questions
52
Guide artists
2 people
53
Restock the buffet
3 people
54
Support performance three
4 people
55
Guide the audience during the break
3 people
56
Guide the evening performance
4 people
57
Deliver the closing speech
58
Guide the audience to the exit
3 people
59
Collect lost and found items

Aftercare

60
Catering breakdown
4 people
61
Switch off equipment
2 people
62
Dismantle the lighting setup
3 people
63
Dismantle the sound system
3 people
64
Remove decorations
3 people
65
Clear away chairs and tables
4 people
66
Collect waste
3 people
67
Wash dishes
3 people
68
Clean the venue
4 people
69
Inventory materials
2 people
70
Return rental items
2 people
71
Store leftovers
2 people
72
Return lost and found items

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 180
Tablesqty 12
Stoolsqty 10
Clothes racksqty 3
Waste binsqty 8

Equipment

Mixer
Speakersqty 4
Microphonesqty 4
Microphone standsqty 4
Slide projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Walkie-talkiesqty 8
Mobile chargersqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12

Decorations

Backdropsqty 3
Buntingqty 8
Theater postersqty 12
Directional signsqty 10
Tableclothsqty 12
Flower arrangementsqty 6
Name badgesqty 40
Pensqty 20
Tapeqty 8
Scissorsqty 6
Ropeqty 4
Chalkboardsqty 6

Tableware

Glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Small bowlsqty 16
Storage binsqty 12

Catering

Groceries

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Tips

Lock the programme before you promote the festival. Confirm each performer, collect artist information and check the technical sheet before sending invitations or publishing the programme.
Start permit and insurance applications as soon as the venue is reserved. Allow several weeks for approvals, and do not assume that a theatre venue’s existing arrangements cover your festival.
Create the crew schedule around the programme, not just the doors-open time. Include setup, sound check, performer changeovers, audience entry, breaks and pack-down so every shift has a clear handover.
Check the technical setup on site at least one day before the festival. Test the mixer, speakers, microphones, projector, screen, stage spotlights, extension cords and power strips together rather than checking them separately.
Finish audience and catering details before the final week. Process registrations, collect dietary requirements, number audience cards, print the run sheet, publish directions, chill drinks and prepare snacks before volunteers arrive.

Frequently asked questions

How long does it take to organise a theatre festival?: Allow at least 8 to 12 weeks for a small theatre festival, and start earlier if you need permits, several performers or complex technical equipment. Reserve the venue and begin the programme first, because most later deadlines depend on those decisions.
When should I book performers for a theatre festival?: Book performers as soon as the programme and budget are sufficiently clear, ideally 8 to 12 weeks before the festival. Collect their technical and artist information immediately after booking so equipment and schedules can be checked in time.
When should I apply for permits and arrange insurance?: Begin permit applications and insurance arrangements immediately after reserving the venue, preferably 6 to 10 weeks before the event. Check the relevant deadlines with the responsible authority, since approval times vary and missing documents can delay the festival.
When should I check the theatre festival equipment?: Do a full on-site equipment check at least 24 hours before the first performance, followed by a shorter test before doors open. Confirm the stage sections and steps, seating, sound system, microphones, projection, lighting and available power before performers arrive.

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.