How to organise a youth theatre performance

A youth theatre performance needs two plans running together: the production and the audience experience. Start by confirming the venue, date, permissions and capacity, then work towards ticket sales, rehearsals and the final room setup. The details most often missed are dietary information, volunteer cover, costume readiness and technical cues. Use the task and equipment lists as your working checklist, and give every deadline one named owner.

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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 the venue and hall
2
Confirm the performance and date
2 people
3
Check permits and insurance
4
Set ticket prices and capacity
2 people
5
Prepare invitations and information
2 people
6
Send invitations
2 people
7
Open ticket sales
8
Process registrations
2 people
9
Collect dietary requirements
10
Assign volunteers and guides
2 people
11
Calculate catering quantities
12
Reserve equipment and technology
13
Inventory decor and props
2 people
14
Check costumes
2 people
15
Design program booklet
16
Print program booklets
2 people
17
Send confirmation to visitors
18
Set up intro music
19
Develop the lighting plan and cues
2 people
20
Hold final rehearsal
8 people
21
Do the shopping
2 people
22
Set up decor and props
4 people
23
Lay out costumes
2 people
24
Clean the room
3 people
25
Set up tables and chairs
4 people
26
Mark the audience route and exits
2 people
27
Set up stage area
4 people
28
Hang and place decorations
4 people
29
Connect sound equipment
2 people
30
Test lighting equipment
2 people
31
Set out props by scene
2 people
32
Prepare costumes and makeup
2 people
33
Chill drinks
2 people
34
Prepare snacks
3 people
35
Set up the reception table
2 people
36
Lay out tickets and program booklets
2 people

Event

37
Have performers change clothes
2 people
38
Welcome the audience
4 people
39
Check tickets
2 people
40
Assist the performance
3 people
41
Refill drinks
2 people
42
Serve break snacks
3 people
43
Swap Props
2 people
44
Guide the second part
3 people
45
Escort artists after the event
2 people
46
Guide the audience to the exit
3 people
47
Cover leftover catering
2 people

Aftercare

48
Collect tableware
3 people
49
Wash dishes
2 people
50
Dismantle decor and props
4 people
51
Clear away sound and lighting equipment
2 people
52
Sort and store costumes
2 people
53
Clean the hall and foyer
3 people
54
Collect and remove waste
2 people
55
Check and inventory materials
2 people
56
Return borrowed materials
2 people
57
Distribute leftover food

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Clothes racksqty 2
Foldable tablesqty 2

Tableware

Reusable drinking glassesqty 140
Coffee cupsqty 50
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Knivesqty 4
Tongs and serving spoonsqty 8

Decorations

Backdrop clothsqty 3
Decorative clothsqty 6
Paper garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Cable tiesqty 100
Name badgesqty 10

Equipment

Speakersqty 2
Microphonesqty 2
Music player
Extension cordsqty 6
Power stripsqty 4
Batteriesqty 16

Lighting

LED spotlightsqty 4
Work lightsqty 4

Theater supplies

Prop cratesqty 4
Costume binsqty 6
Hand mirrorsqty 4
Face-painting mirrorsqty 2
Clothes hangersqty 40
Scriptsqty 12
Stage tapeqty 4
Safety pinsqty 100
Sewing kitsqty 2

Information

Program boardsqty 4
Directional signsqty 8
Card counter

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries

Tips

Lock in the venue, date, insurance and capacity before inviting anyone. Ticket prices and audience numbers affect seating, catering, staffing and the number of printed programmes you need.
Open ticket sales only after the performance details are confirmed. Set a registration deadline early enough to collect dietary requirements and send visitor confirmations before the event.
Run a final rehearsal with the lighting plan, intro music, microphones and speakers in the actual room. Test extension cords, power strips and batteries before performers arrive, not during the audience seating period.
Check costumes, props and decorations at least one week before the performance. Put costumes on clothes racks and label anything that needs repairing, replacing or transporting.
Plan the event-day sequence in time blocks: clean the room, arrange tables and chairs, set up decor and props, lay out costumes, then test technology. Keep volunteers assigned to specific jobs so setup does not depend on one organiser.

Frequently asked questions

How far in advance should I organise a youth theatre performance?: Start at least 8 to 12 weeks before the performance. Reserve the venue first, then allow time for permissions, ticketing, costumes, equipment, invitations and a final rehearsal.
When should tickets go on sale for a youth theatre performance?: Open sales around 4 to 6 weeks before the performance, once the date, venue, capacity and ticket prices are fixed. Close registrations early enough to confirm numbers and dietary requirements.
How much catering do I need for the audience?: Calculate quantities from the confirmed registrations rather than the room capacity. For drinks, allow about 2 to 3 servings per person for the first hour, then adjust for the event length and whether food is served.
When should the final rehearsal take place?: Hold the final rehearsal within the last 3 to 7 days before the performance. Include the lighting cues, intro music, microphones, costume changes, props and the full running order.

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.