How to organise a theatre marathon without losing control

A theatre marathon depends on timing: several performances, quick transitions and an audience that needs clear information throughout the day. Start by securing the venue and building the programme, then confirm every performer before opening registration. Technical requirements, accessibility needs and dietary information should be collected early, not during the final week. On the event day, use a printed run sheet, labelled equipment and clear entrance signage to keep performances moving.

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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
Reserve venue
2
Compile program
2 people
3
Confirm performances
2 people
4
Inform the performers
5
Gather technical requirements
6
Design invitations
7
Send invitations
2 people
8
Open registrations
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect accessibility needs
12
Update visitor list
13
Publish the program
14
Send directions
15
Close ticket sales
16
Create the final visitor list
2 people
17
Print artist list
18
Print the run sheet
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
3 people
22
Collect materials
2 people
23
Sort printed materials
24
Pick up venue keys

Event

25
Mark the entrance
2 people
26
Open hall
2 people
27
Set up chairs
4 people
28
Set up tables
3 people
29
Clear the stage area
3 people
30
Set up set pieces
3 people
31
Connect lighting
2 people
32
Connect sound equipment
2 people
33
Test microphones
2 people
34
Practice stage changes
3 people
35
Set up catering
3 people
36
Make coffee and tea
2 people
37
Set up registration desk
2 people
38
Lay out the programs
2 people
39
Welcome performers
2 people
40
Welcome guests
3 people
41
Register attendance
2 people
42
Explain the program
43
Facilitate the first performance
3 people
44
Serve break drinks
4 people
45
Serve snacks
4 people
46
Refill drinks
2 people
47
Assist with the second performance
3 people
48
Serve dinner
5 people
49
Serve diet meals
2 people
50
Collect tableware
2 people
51
Guide the third performance
3 people
52
Refill drinks
2 people
53
Support the final performance
3 people
54
Guide the audience to the exit
2 people
55
Collect lost and found items
56
Close cash register and registration
2 people

Aftercare

57
Turn off the sound equipment
2 people
58
Turn off lights
59
Dismantle set pieces
3 people
60
Put the chairs back
4 people
61
Take down tables
3 people
62
Wash dishes
3 people
63
Sort waste
2 people
64
Clean the room
3 people
65
Check toilets
66
Pack up materials
2 people
67
Lock up the venue
2 people
68
Return borrowed materials
2 people
69
Clear away leftover stock
2 people
70
Archive photos and files
71
Send thank-you message

What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Dressing room tablesqty 3
Coat racksqty 4
Clothes hangersqty 60
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage lightsqty 4
Standing lampsqty 4
Battery lampsqty 6

Decorations

Backdropsqty 3
Decorative clothsqty 8
Program standsqty 4
Flower arrangementsqty 4
Directional signsqty 8
Name badgesqty 120

Tableware

Coffee cupsqty 120
Glassesqty 150
Water glassesqty 120
Platesqty 130
Soup bowlsqty 110
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Small bowlsqty 16
Pliersqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Napkinsqty 300
Coffee stirrersqty 200

Catering

Water jugsqty 12
Drink dispensersqty 4
Serving plattersqty 12
Food warmersqty 4
Groceries

Paperwork

Program flyersqty 130
Name stickersqty 130
Attendance listsqty 6
Pensqty 20
Sticky notesqty 4
Information boardsqty 8
Paper tapeqty 6
Envelopesqty 40

Cleaning

Garbage bagsqty 40
Cleaning glovesqty 6
Spongesqty 8
Cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Toilet brushesqty 4
Paper towelsqty 12

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 8
Work glovesqty 6
First aid kit

Storage

Plastic cratesqty 12
Coolersqty 4
Clothes racksqty 3

Tools

Hammerqty 2
Screwdriversqty 2
Cable tiesqty 100
Measuring tapeqty 2

Tips

Build the programme around realistic changeover times. Allow at least 15–30 minutes between performances for equipment changes, performer movement and audience seating, especially if the setup includes microphones, projection or stage lights.
Confirm technical requirements with every performer before publishing the programme. Record microphone types, laptop or projector needs, lighting requirements and extension-cord locations in one shared document, then test the full setup before doors open.
Close registrations early enough to produce a reliable final visitor list. A deadline of 3–5 days before the marathon gives you time to print artist and visitor information, check name badges and follow up on missing accessibility or dietary details.
Plan the audience flow before the first performance. Mark the entrance, place directional signs and prepare coat racks, chairs and waste bins so visitors can find their seats, store coats and leave between acts without blocking technical areas.
Prepare refreshments for the gaps between performances, not just for arrival. Chill drinks in advance, set out cups, glasses, plates and bowls, and keep snacks available in a separate area so queues do not form beside the stage or entrance.

Frequently asked questions

How far in advance should I organise a theatre marathon?: Start venue and programme planning at least 8–12 weeks ahead. Confirm performers and technical needs before sending invitations, then leave the final 3–5 days for visitor-list updates, printing and shopping.
How much time should I leave between theatre performances?: Allow 15–30 minutes between acts as a working minimum. Use the longer end when you need to move speakers, microphones, projection equipment, stage lights or seating.
When should theatre marathon ticket sales close?: Close ticket sales 3–5 days before the event if you need printed lists, name badges, catering numbers or accessibility arrangements. Keep a separate process for approved late changes so the final list remains accurate.
When should I test the technical equipment?: Complete a full sound, lighting and projection check on the day before the marathon or at least 2–3 hours before doors open. Test wireless microphones, the mixer, speakers, laptop, projector and every extension cord in their final positions.

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.