How to organise an improvisation show

An improvisation show needs more than performers and a stage. You need to lock in the venue, capacity, artists and technical setup before you open ticket sales. Then build a clear run sheet, brief the performers and technicians, and give the audience practical arrival information. This guide focuses on the details that are easy to leave too late, including microphones, seating, catering, signage and venue access.

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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 venue
2
Determine show and capacity
2 people
3
Book artists and technicians
4
Confirm reservations
5
Write promotional copy
6
Create promotional image
7
Publish event page
8
Send invitations
2 people
9
Post on social media
10
Distribute posters
3 people
11
Open ticket sales
12
Process registrations
2 people
13
Collect dietary requirements
14
Determine catering quantities
2 people
15
Order catering
16
Coordinate technical requirements
2 people
17
Develop the run sheet
2 people
18
Send artist briefing
19
Send audience information
20
Check registrations and payment
2 people
21
Do the shopping
2 people
22
Gather decorations and materials
2 people
23
Select props
3 people
24
Pick up venue keys
25
Open venue
2 people
26
Check rooms
2 people
27
Clean the audience area
3 people
28
Set up chairs
4 people
29
Set up tables
2 people
30
Mark the playing area
2 people
31
Place set pieces behind the performance area
3 people
32
Set up lighting
2 people
33
Connect sound equipment
2 people
34
Test microphones
2 people
35
Test lighting settings
2 people
36
Set up props
2 people
37
Set up the changing area
2 people
38
Set up the catering table
2 people
39
Chill drinks
2 people
40
Set up the coffee and tea station
2 people
41
Lay out crockery and cutlery
2 people
42
Set up the cloakroom
2 people
43
Set up entrance and wayfinding signs
2 people
44
Set up the registration table
2 people

Event

45
Welcome performers
2 people
46
Give the artist briefing
2 people
47
Conduct the technical rehearsal
3 people
48
Prepare snacks
3 people
49
Make coffee and tea
2 people
50
Staff the entrance
2 people
51
Welcome visitors
3 people
52
Take coats
2 people
53
Serve drinks and snacks
3 people
54
Refill drinks
2 people
55
Guide the audience to the hall
2 people
56
Announce the start of the performance
57
Operate lighting and sound
2 people
58
Collect game tasks
59
Provide break service
3 people
60
Moderate audience questions
61
Guide the farewell and after-party
3 people
62
Return coats
2 people

Aftercare

63
Collect lost and found items
2 people
64
Clean up catering
3 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Put chairs and tables back
4 people
68
Pack props and decor
3 people
69
Take down lights and sound
3 people
70
Clean changing room
2 people
71
Clean the audience area
3 people
72
Check and charge equipment
2 people
73
Inventory materials
2 people
74
Return rental items
2 people
75
Store leftovers
2 people
76
Return venue keys
77
Send thank-you message
78
Share photos with permission
79
Process expenses

What to bring

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

Furniture

Chairsqty 110
Tablesqty 8
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 120
Tableclothsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Audio mixer
Laptop
DI box
Extension cordsqty 6
Power stripsqty 5
Gaffer tapeqty 4
Cable traysqty 6

Lighting

LED spotlightsqty 6
String lightsqty 4
Spare batteriesqty 24

Decorations

Backdrop
Stage coversqty 2
Welcome sign
Directional signsqty 6
Adhesive hooksqty 20
Name stickersqty 120
Markersqty 12
Flip chart sheetsqty 30
Flip chart stand

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4
Serving traysqty 6
Small bowlsqty 12
Bread knivesqty 3

Tableware

Drinking glassesqty 130
Coffee cupsqty 60
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 80
Serving spoonsqty 8

Sports equipment

Improvisation props
Soft play ballsqty 6
Hoopsqty 3
Colorful scarvesqty 12
Costume accessories

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue’s capacity and technical requirements before publishing the event page. Check whether you need active speakers, wireless microphones, microphone stands, an audio mixer, a DI box or a laptop, and test how many power outlets are available.
Book the artists and technicians before opening ticket sales, then send the artist briefing at least 7 days before the show. Include arrival time, set length, contact details, stage layout and any planned audience interaction.
Set a ticket-sales deadline for registration and payment, ideally 2 to 3 days before the performance. Use the final registration count to confirm seating, catering quantities and dietary requirements rather than guessing.
Write the run sheet with times for venue access, technical setup, soundcheck, audience entry, the show and pack-down. Allow at least 60 minutes for setup and keep gaffer tape, extension cords, power strips and cable trays ready before performers arrive.
Prepare the audience route before opening the venue: place the welcome sign and directional signs, set up the coat racks and clothes hangers, and check that chairs, bar stools and tables match the planned capacity. Pick up the venue keys early enough to complete these checks before doors open.

Frequently asked questions

How far in advance should I organise an improvisation show?: Start at least 8 to 12 weeks ahead. This gives you time to confirm the venue, book artists and technicians, publish the event page, promote it and process registrations before the final week.
How long does it take to set up an improvisation show?: Allow at least 60 minutes for room setup and technical preparation, plus time for a soundcheck. Open the venue 2 to 3 hours before the audience arrives if you also need to arrange catering, decorations and signage.
How many microphones do I need for an improvisation show?: The number depends on the performers and format, but confirm the requirement with the artists before booking equipment. Check whether wireless microphones, microphone stands, an audio mixer and active speakers are needed at least 7 days before the show.
When should I order catering for an improvisation show?: Wait until registrations and dietary requirements are checked, then order catering 2 to 3 days before the show. Keep a small margin for late changes, but use the confirmed registration count as your main quantity.

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