How to organise an acrobat show

An acrobat show needs more than a performer and an audience: the venue, rigging, floor, sound, permits and safety plan all have to work together. Start by confirming the space and acrobatic group, then build the programme around technical and safety requirements. Guest registration, catering and seating follow once the layout is clear. In the final week, turn the plan into a run sheet, crew schedule and visitor list so the venue can open without last-minute decisions.

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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
Book acrobatic group
3
Check permits
4
Check insurance
5
Finalize the program
2 people
6
Design invitations
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book catering
11
Coordinate technical requirements
2 people
12
Create the public area layout
2 people
13
Make seating plan
14
Prepare safety plan
2 people
15
Check escape routes
2 people
16
Create the crew schedule
17
Print the run sheet
18
Print visitor list
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Prepare catering
3 people
22
Collect materials
2 people

Event

23
Open venue
2 people
24
Clear the loading zone
2 people
25
Check the stage floor
2 people
26
Receive acrobats
2 people
27
Unload props
4 people
28
Set up acrobatic equipment
5 people
29
Lay crash mats
4 people
30
Set up safety barriers
3 people
31
Set up audience seating
5 people
32
Set up the entrance table
2 people
33
Set up catering tables
3 people
34
Connect sound equipment
3 people
35
Set up lighting equipment
3 people
36
Hang up decorations
3 people
37
Set up the catering buffet
3 people
38
Set out drinks
2 people
39
Set up the cloakroom
2 people
40
Check sanitary facilities
2 people
41
Prepare first aid supplies
42
Check fire extinguishers
43
Perform the technical sound check
3 people
44
Test light show
3 people
45
Test acrobatics safety
5 people
46
Hold artist briefing
6 people
47
Brief crowd guides
4 people
48
Staff the entrance
3 people
49
Welcome visitors
4 people
50
Take coats
2 people
51
Serve drinks
3 people
52
Serve snacks
3 people
53
Guide the pre-program
2 people
54
Dim the venue lights
55
Announce the show
56
Support the acrobat show
6 people
57
Guard the safety zone
3 people
58
Operate equipment
3 people
59
Refill drinks
2 people
60
Restock break snacks
2 people
61
Guide the audience to the exit
4 people
62
Assist performers
2 people
63
Check out guests
2 people

Aftercare

64
Catering breakdown
3 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clear away chairs and tables
5 people
68
Remove decorations
3 people
69
Take down acrobatic equipment
5 people
70
Tear down audio equipment
3 people
71
Take down lighting equipment
3 people
72
Clean landing mats
3 people
73
Clean the audience area
4 people
74
Clean the restrooms
2 people
75
Clear out the cloakroom
2 people
76
Load materials
4 people
77
Chill usable leftovers
2 people
78
Do final venue inspection
2 people
79
Lock up the venue
80
Return rental items
2 people
81
Handle lost and found
82
Collect invoices
83
Send a thank-you message

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 180
Bar stoolsqty 12
Coat racksqty 3
Clothes hangersqty 220
Waste binsqty 8
Buffet tablesqty 4
Dressing room tablesqty 2

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 100
Tea glassesqty 60
Cake platesqty 220
Dinner platesqty 120
Forksqty 220
Knivesqty 120
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Aerial silksqty 2
Aerial hoopsqty 2
Acrobatics matsqty 10
Crash matsqty 6
Handstand blocksqty 4
Balance beamsqty 2
Juggling pinsqty 12
Juggling ballsqty 20
Storage binsqty 8
Walkie-talkiesqty 8
Power banksqty 6
Spare batteriesqty 30

Lighting

LED spotlightsqty 8
Stage lightsqty 4
Light standqty 2
Mood lightingqty 8
LED string lightsqty 6

Safety

Crowd barriersqty 12
Barrier tapeqty 4
Floor tapeqty 6
First aid kitsqty 2
Fire extinguishersqty 4
Emergency lightsqty 4
Work glovesqty 8

Decorations

Welcome sign
Program postersqty 8
Theater curtainsqty 2
Tableclothsqty 10
Decorative flagsqty 12
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Serving trolleysqty 2

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm the venue’s ceiling height, load limits and rigging points before booking aerial silks or hoops. Ask the acrobatic group for its exact requirements in writing, then leave time for a technical check before doors open.
Treat permits, insurance and escape routes as early planning tasks, not show-day paperwork. Check them before invitations go out; changes to the venue layout or programme can affect all three.
Build the audience layout around the performance area and clear sightlines. Keep chairs, folding tables, bar stools and coat racks outside access routes, and allow enough space for mats, performers and emergency movement.
Create the run sheet after the programme and technical setup are fixed. Include setup, sound check, performer warm-up, doors open, intervals and pack-down, then print copies for the crew and venue team.
Plan food and drinks from the registration data, including dietary requirements. Chill drinks before guests arrive, prepare serving platters and tongs in advance, and check that coffee, tea, reusable glasses and plates are ready at the catering point.

Frequently asked questions

How far in advance should I book an acrobatics group?: Book the group as soon as the venue and event date are reasonably firm, preferably at least 8 to 12 weeks ahead. This gives you time to confirm aerial equipment, technical needs, insurance and the final programme.
What should I check in the venue before an acrobat show?: Check the stage floor, ceiling height, rigging points, load capacity, power supply, escape routes and loading access. Complete these checks before finalising the layout and no later than 2 to 3 weeks before the show.
When should I send invitations for an acrobat show?: Send invitations around 4 to 6 weeks before the event and set a registration deadline about 10 to 14 days before it. Use the final guest list to plan seating, catering quantities and dietary requirements.
How early should the crew arrive on show day?: Open the venue at least 3 hours before doors open when the show includes aerial silks, hoops, mats and a full sound setup. Use the first part for unloading and layout, then schedule the technical check and performer warm-up before guests enter.

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