How to organise an amateur performance

Start by fixing the date and venue, then build the performance schedule around rehearsal time, ticket sales and technical checks. Amateur productions often run into trouble when costumes, props, set pieces and audience information are left until the final week. Keep one written run sheet for performers and crew, and check the room layout before anything is transported. The final preparation combines seating, sound, lighting, catering and printed programmes, so assign each area to a named person.

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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 date and location
2 people
2
Record the performance schedule
3 people
3
Create the rehearsal schedule
2 people
4
Send invitations
2 people
5
Open online ticket sales
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Send audience information
2 people
9
Design program booklet
10
Print program booklets
2 people
11
Check seat reservations
12
Order catering
2 people
13
Check technical requirements
2 people
14
Inventory set pieces
2 people
15
Check costumes
2 people
16
Check props
2 people
17
Copy texts and run sheets
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Lay out costumes
3 people
21
Pack props
2 people
22
Transport set pieces
4 people
23
Prepare the audience area
3 people
24
Set up tables
3 people
25
Set up chairs
4 people
26
Set up the reception table
2 people
27
Set up decor
4 people
28
Hang decorations
2 people
29
Set up lighting equipment
3 people
30
Set up sound equipment
3 people
31
Tape down cables securely
2 people
32
Thoroughly test the equipment
3 people
33
Cool catering
2 people
34
Set up coffee and tea station
2 people
35
Prepare snacks
3 people
36
Set out dishes and glasses
2 people
37
Lay out program booklets
2 people
38
Set up cash desk table
2 people
39
Set up changing rooms
3 people
40
Distribute costumes
3 people
41
Set out props by scene
2 people
42
Do the final decor check
3 people
43
Set lighting scenes
2 people
44
Test microphones
2 people
45
Have actors change costumes
4 people
46
Direct actors
4 people

Event

47
Open the audience area
3 people
48
Welcome visitors
4 people
49
Check tickets
2 people
50
Hand out program booklets
2 people
51
Guide audience to their seats
3 people
52
Open the show
53
Perform the show
12 people
54
Operate lighting and sound
2 people
55
Swap Props
3 people
56
Announce break
57
Serve snacks
4 people
58
Serve drinks
3 people
59
Refill drinks
2 people
60
Re-seat the audience
3 people
61
Wrap up the show
2 people
62
Have actors take a bow
12 people
63
Guide the audience to the exit
3 people
64
Receive post-show visitors
4 people
65
Refill snacks
2 people
66
Refill drinks
2 people
67
Collect tableware
3 people
68
See off the last visitors
3 people

Aftercare

69
Clean up catering
3 people
70
Wash dishes
3 people
71
Collect waste
2 people
72
Clear the audience area
4 people
73
Stack chairs
3 people
74
Fold up the tables
3 people
75
Take down the décor
4 people
76
Sort props
2 people
77
Collect costumes
3 people
78
Switch off lighting equipment
2 people
79
Tear down audio equipment
3 people
80
Roll up cables
2 people
81
Clean the floor and foyer
3 people
82
Clean the restrooms
2 people
83
Collect lost property
84
Lock up the venue
2 people
85
Return materials
3 people
86
Return equipment
2 people
87
Wash costumes
2 people
88
Store set pieces
3 people
89
Process cash and receipts
2 people
90
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 120
Clothes racksqty 4
Foldable room dividersqty 4
Waste binsqty 8
Stools for techqty 3

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 8
AA batteriesqty 24
AAA batteriesqty 24
Cash box
Card machine
Power banksqty 4
Flashlightsqty 4
Walkie-talkiesqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 3
LED lightsqty 8
Cable traysqty 12

Decorations

Backdrop clothqty 2
Curtainsqty 4
Decorative panelsqty 6
Artificial plantsqty 8
Decorative clothsqty 6
Paper garlandsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 8
Double-sided tapeqty 4
Ropeqty 2
Name badgesqty 30
Badge holdersqty 30
Directional signsqty 12
Information boardsqty 6
Notice boardsqty 2
Chalk markersqty 6
A4 paperqty 500
Pensqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6
Bowlsqty 12
Pitchersqty 6
Bottle openersqty 4
Corkscrewsqty 2
Tableclothsqty 8
Ice packsqty 20
Corkscrewsqty 2
Measuring cupsqty 2
Ice spoonsqty 2
Foilqty 2
Food storage containersqty 12

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Tips

Set the date and venue before creating the rehearsal schedule. Record every performance time in one shared schedule, then allow a final rehearsal with the actual microphones, speakers, lighting and room layout.
Open ticket sales only after the performance times and seating arrangements are confirmed. Process registrations as they arrive and collect dietary requirements early enough to pass an accurate number to catering.
Check costumes, props and set pieces at least 7 days before the performance. Pack each group separately and label what must be transported, so missing items are found before load-in rather than backstage.
Complete the technical check before the audience arrives. Test wireless microphones, microphone stands, the mixer, speakers, audio cables, extension cords and power strips, and keep cables out of walkways with cable trays.
Prepare the audience area in a fixed order: position tables and chairs, check reserved seats, place waste bins, then set out glasses, coffee cups, plates, cutlery and serving trays. Print the programme booklets after the schedule and cast information are final.

Frequently asked questions

How far in advance should I organise an amateur performance?: Fix the date and location at least 8 weeks ahead if possible. That leaves time for rehearsals, invitations, ticket registrations, technical planning, costumes, props and catering.
When should ticket sales open for an amateur performance?: Open online ticket sales once the date, times and seating plan are confirmed, usually 4 to 6 weeks before the performance. Send audience information after registrations are processed and update it if timings change.
When should I check the costumes, props and set pieces?: Do the first inventory at least 7 days before the performance and repeat it during packing. Transport set pieces and packed props early enough to allow a final backstage check before doors open.
How early should the technical setup be tested?: Set up and test microphones, speakers, the mixer, lighting and cables at least 3 hours before the audience arrives. Keep 30 minutes available for troubleshooting and a short sound and lighting run-through.

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.