How to organise a youth theatre performance

A youth theatre performance runs smoothly when the audience plan and backstage plan are built together. Confirm the date and hall first, then work backwards from the curtain-up time to schedule rehearsals, invitations, registrations, setup and technical checks. Allow separate time for the costume room, props, reception and sound equipment. The tasks and equipment for this plan cover the details that are easy to leave until the last hour, including dietary information, chilled refreshments and printed programmes.

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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 the venue and hall
3
Create performance schedule
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Update visitor list
9
Print the program
2 people
10
Prepare name badges
2 people
11
Order refreshments
12
Test the equipment
2 people
13
Check props
2 people
14
Lay out costumes
2 people
15
Do the shopping
2 people
16
Store stock chilled
2 people
17
Open hall
2 people
18
Inspect hall and foyer
2 people
19
Set up chairs
4 people
20
Set up tables for reception
2 people
21
Clear the stage area
3 people
22
Set up decor and backdrop
3 people
23
Set up props
2 people
24
Set up the costume room
2 people
25
Set up sound equipment
2 people
26
Set up lighting equipment
2 people
27
Test the lights and sound
3 people
28
Set out drinks for the break
2 people
29
Arrange snacks on platters
2 people
30
Set up the reception desk
2 people
31
Lay out the programs
32
Brief staff
33
Have actors change costumes
2 people

Event

34
Open the doors
3 people
35
Welcome visitors
4 people
36
Hand out programs
2 people
37
Guide visitors to their seats
3 people
38
Start the show
2 people
39
Operate lighting and sound
2 people
40
Swap Props
2 people
41
Serve break drinks
4 people
42
Refill drinks
2 people
43
Refill snacks
2 people
44
Check the break room
2 people
45
Announce second act
46
Guide visitors back to the hall
3 people
47
Lead the final applause
2 people
48
Escort actors to the foyer
2 people
49
Wave goodbye to visitors
3 people
50
Collect lost and found items

Aftercare

51
Collect costumes
2 people
52
Pack props
3 people
53
Take down the décor
3 people
54
Turn off the sound equipment
2 people
55
Dismantle lighting equipment
2 people
56
Collect tableware
3 people
57
Wash dishes
2 people
58
Empty coolers
2 people
59
Sort waste
2 people
60
Clean the foyer
3 people
61
Clean the room
3 people
62
Check the toilets
2 people
63
Put chairs and tables back
4 people
64
Inventory materials
2 people
65
Store materials safely
2 people
66
Return borrowed items
2 people
67
Store leftover stock
68
Archiving the visitor list

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Clothes racksqty 3
Reception folding table
Stoolsqty 6

Equipment

Speakersqty 2
Amplifier
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Media player
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
Light standsqty 2
Work lightsqty 3

Decorations

Backdrop cloth
Decorative clothsqty 6
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Bollardsqty 6
Route arrowsqty 12
Welcome sign

Tableware

Glassesqty 130
Coffee cupsqty 40
Platesqty 130
Forksqty 130
Napkin holderqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Small bowlsqty 12
Pliersqty 6
Measuring cupsqty 2
Kettlesqty 2
Ice packsqty 16
Storage cratesqty 12

Cleaning

Bucketsqty 3
Spongesqty 8
Dish brushesqty 3
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Trash binsqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Set the performance schedule before sending invitations. Include arrival, registration, costume changes, the audience opening time and the start of the performance, with at least 30 minutes between hall access and doors opening.
Close registrations several days before the performance and update the visitor list immediately afterwards. Use the final list to prepare name badges, reception materials and the number of printed programmes.
Test the speakers, amplifier, mixer, wireless microphones, media player and LED spotlights before the audience arrives. Check every extension cord and power strip, and keep work lights available for backstage areas.
Set up the costume room before laying out costumes, then check props against the running order. A missing prop or crowded clothes rack is much harder to fix once young performers are changing between scenes.
Buy refreshments early enough to store chilled stock in coolers, and collect dietary requirements before ordering. Set tables, glasses, coffee cups, plates, forks and napkins in the reception area before the hall opens.

Frequently asked questions

How far in advance should I organise a youth theatre performance?: Confirm the date and venue at least 6 to 8 weeks ahead. Send invitations once the schedule is stable, then close registrations several days before the performance so you can order refreshments and print the programme accurately.
How long does it take to set up a youth theatre performance?: Allow at least 2 hours for the hall, foyer, reception, stage, costumes, props and sound equipment. Add a separate technical check before doors open, rather than trying to test microphones and speakers while guests arrive.
How many programmes should I print for a youth theatre performance?: Print one programme per expected visitor, plus 5 to 10 extra copies for late registrations, performers' families and staff. Use the updated visitor list as your count instead of relying on the original invitation total.
When should refreshments be ordered for a youth theatre performance?: Order them after registrations close and dietary requirements are collected, usually 3 to 5 days before the event. Buy or collect chilled items early enough to store them safely in coolers before reception setup.

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.