How to organise a theatre performance

A theatre performance depends on more than rehearsals and a good script. Start by confirming the performance date, venue and permit requirements, then build the audience process around ticket sales and registrations. In the final week, check the audience list, technical setup, props, costumes and seating plan together. On the day, allow time to transport and position everything before opening the hall, setting up the reception desk and welcoming guests.

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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 the performance and date
2 people
2
Reserve venue
3
Check permits
4
Prepare show information
2 people
5
Send invitations
2 people
6
Open ticket sales
2 people
7
Process registrations
8
Collect dietary requirements
9
Check audience list
10
Print the program
2 people
11
Prepare name badges
12
Check decorations
3 people
13
Check props
3 people
14
Check costumes
2 people
15
Test the equipment
3 people
16
Coordinate lighting plan
2 people
17
Arrange seating
2 people
18
Order catering
19
Do the shopping
2 people
20
Transport decor
3 people
21
Transport props
2 people
22
Lay out costumes
2 people

Event

23
Prepare reception desk
2 people
24
Open the hall for setup
25
Set up tables
3 people
26
Set up chairs
4 people
27
Set up decor
5 people
28
Set up props
2 people
29
Set up the costume room
2 people
30
Set up lighting equipment
3 people
31
Set up sound equipment
3 people
32
Test microphones
2 people
33
Test lighting settings
2 people
34
Full technical rehearsal
6 people
35
Set out drinks for the break
3 people
36
Set up the catering buffet
3 people
37
Set out the crew meal
2 people
38
Brief crowd guides
3 people
39
Open the doors
3 people
40
Welcome visitors
4 people
41
Hand out programs
2 people
42
Serve drinks
3 people
43
Assist the performance
4 people
44
Refill drinks
2 people
45
Take care of the break
4 people
46
Guide the audience to the exit
3 people

Aftercare

47
Take down the décor
5 people
48
Pack props
2 people
49
Collect costumes
2 people
50
Wash dishes
3 people
51
Clean the room
4 people
52
Clean the restrooms
2 people
53
Collect waste
2 people
54
Switch off equipment
2 people
55
Return materials
3 people
56
Return borrowed items
2 people
57
Store leftover stock
2 people
58
Register lost property

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Coat racksqty 2
Clothes hangersqty 120
Bar stoolsqty 4

Tableware

Reusable glassesqty 130
Coffee cupsqty 40
Platesqty 130
Forksqty 130
Coffee spoonsqty 50
Serving plattersqty 12
Serving traysqty 6

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Audio extension cablesqty 4
Power stripsqty 8
Extension cordsqty 8
Cable traysqty 12
Cash box
Payment terminal

Lighting

Theatre spotlightsqty 6
Light standsqty 3
Battery lanternsqty 6

Decorations

Backdropsqty 3
Curtainsqty 4
Decorative panelsqty 6
Table runnersqty 8
Program holdersqty 4
Directional signsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Tea towelsqty 12
Kitchen towelsqty 6

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the venue and any permit requirements before opening ticket sales. If the date or hall changes later, you may need to update invitations, registrations and the printed programme.
Keep ticket registrations and dietary requirements in one current audience list. Check it at least 24 hours before the performance so the reception desk, name badges and catering quantities match the expected audience.
Test the full technical chain before guests arrive, not just individual items. Connect the mixer, speakers, microphones, lighting and extension cables, then run the performance from the planned positions.
Finish the seating plan before setting up chairs and tables. Leave clear routes for the audience and performers, and place coat racks and hangers where they will not block the entrance or reception desk.
Transport props, costumes and decoration before opening the hall for setup. Lay out costumes, check props and install backdrops, curtains and lighting in a fixed order so missing items are noticed early.

Frequently asked questions

How far in advance should I organise a theatre performance?: Confirm the performance, date and venue before you invite people or open ticket sales. Complete the main audience and technical checks at least 24 hours before the show, then reserve the final hours for setup and troubleshooting.
When should I open ticket sales for a theatre performance?: Open ticket sales after the performance date, venue and basic show information are confirmed. Keep registrations open until the stated deadline, then check the audience list and dietary requirements no later than 24 hours before the performance.
How long before a theatre performance should I test the equipment?: Test microphones, mixer, speakers, lighting and cables during a dedicated technical run before the audience enters. Repeat a short sound and lighting check on the day after all equipment has been positioned.
How do I organise seating for a theatre performance?: Create the seating plan before arranging the chairs and any tables. Set up the hall early enough to check clear walkways, sightlines and access to the entrance, reception desk and performance area before doors open.

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.