How to organise an Easter performance

Start by fixing the date, venue and performance schedule before inviting anyone. Then assign roles, distribute the script and build rehearsals around the final show, including a separate technical run. Registrations, dietary requirements and catering quantities need firm deadlines, while costumes, props and Easter decorations should be checked before the final rehearsal. On the day, allow time for seating, sound, lighting, refreshments and a volunteer briefing rather than trying to solve everything at the door.

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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
Set the show schedule
3 people
3
Distribute the script and roles
3 people
4
Create rehearsal schedule
2 people
5
Design invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
2 people
9
Confirm venue booking
10
Book catering
2 people
11
Reserve equipment
2 people
12
Develop the decor design
3 people
13
Create the props list
2 people
14
Buy Easter decorations
2 people
15
Purchase props
2 people
16
Try on costumes
4 people
17
Schedule technical rehearsal
3 people
18
Design program booklet
2 people
19
Print program booklets
2 people
20
Hold final rehearsal
8 people
21
Close registrations
22
Confirm visitor count
2 people
23
Confirm catering quantities
2 people
24
Brief volunteers
3 people
25
Check the shopping list
2 people
26
Do the shopping
2 people
27
Set out clothing and props
3 people
28
Folding program booklets
3 people

Event

29
Open venue
2 people
30
Inspect hall and foyer
2 people
31
Clear the stage and play area
3 people
32
Set up chairs
4 people
33
Set up tables for reception
2 people
34
Set up decor
4 people
35
Set up props
3 people
36
Test the lights and sound
3 people
37
Prepare coffee and tea
3 people
38
Set out snacks
3 people
39
Chill drinks
2 people
40
Place the schedule and route sign
2 people
41
Set up changing rooms
2 people
42
Artist dressing rooms
4 people
43
Carry out final technical check
3 people
44
Welcome the audience
4 people
45
Hand out program booklets
2 people
46
Assist the performance
4 people
47
Serve break drinks
4 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Assist with the second performance
4 people
51
Guide the audience to the exit
3 people
52
Set up the evening reception
3 people
53
Serve evening snacks
4 people
54
Refill coffee and tea
2 people
55
Refill drinks
2 people
56
Moderate audience questions
2 people
57
See the crowd off
3 people

Aftercare

58
Collect tableware
3 people
59
Collect waste
3 people
60
Clean the kitchen
3 people
61
Clean the room
4 people
62
Dismantle the decor
4 people
63
Pack props
3 people
64
Switch off the equipment
2 people
65
Put furniture back
4 people
66
Lock up the venue
2 people
67
Return rental items
2 people
68
Wash and store costumes
2 people
69
Store decor and props
3 people
70
Return borrowed items
2 people
71
Clear away leftover groceries
2 people

What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Reception deskqty 2
Clothes racksqty 3
Coat hangersqty 100

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Pliersqty 6
Measuring cupsqty 2
Serving tongsqty 6

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Laptop
Presentation clicker

Lighting

Stage spotlightsqty 4
LED string lightsqty 6

Decorations

Easter flagsqty 8
Artificial flowersqty 20
Decorative Easter branchesqty 6
Plastic Easter eggsqty 80
Tableclothsqty 10
Easter figurinesqty 12
Chalkboardsqty 3
Directional signsqty 6
Costume accessoriesqty 20
Backdrop clothqty 2

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the show schedule before sending invitations, including arrival time, performance length, interval and refreshments. Ask guests to register by a fixed deadline so you can confirm the visitor count and catering quantities rather than estimating on the day.
Create the rehearsal schedule as soon as roles are distributed. Leave the final rehearsal at least 2–3 days before the performance, so missing props, costume problems or script changes can still be corrected.
Run a technical rehearsal with the wireless microphones, mixer, speakers, microphone stands, laptop, spotlights and extension cords in the actual venue. Check every cable and power strip before performers arrive.
Close registrations before booking the final food quantities, then record dietary requirements separately. Count plates, glasses, coffee cups, cutlery sets and serving trays alongside the guest total; these are easy to overlook when catering is ordered.
Prepare the welcome and changing areas before the event starts. A reception desk, chairs, clothes racks and coat hangers keep arrivals organised, while thermos flasks, kettles, coolers and serving tongs prevent refreshments from blocking the performance setup.

Frequently asked questions

How far in advance should I organise an Easter performance?: Start at least 6–8 weeks before the performance. Confirm the date and venue first, then allow time for invitations, registrations, rehearsals, costumes, props, catering and technical preparation.
When should I send invitations for an Easter performance?: Send invitations around 4–6 weeks before the performance and set the registration deadline 7–10 days before it. This gives you time to collect dietary requirements, close registrations and confirm food quantities.
How many rehearsals does an Easter performance need?: Plan at least 3 rehearsals: one for roles and script, one for the full performance, and one technical rehearsal with sound and lighting. Hold the final rehearsal 2–3 days before the event.
When should I check the equipment and decorations?: Check equipment, props, costumes and Easter decorations during the week before the performance, then test sound and lighting again during the technical rehearsal. Do a final shopping-list check 1–2 days before the event.

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.