How to organise an opera performance

An opera performance needs two plans running together: the artistic programme and the visitor experience. Start by fixing the date, venue and performance details, then work outward to bookings, invitations and audience information. In the final week, confirm registrations, dietary requirements, artists and catering quantities. On the day, allow time to inspect the hall, check emergency exits, set up seating and prepare the foyer before doors open.

Organize this event for free with Lizzt

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
Determine the performance and program
3 people
3
Make reservations
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Update visitor list
9
Have the program printed
10
Send press and public information
2 people
11
Send artist information
12
Calculate catering quantities
2 people
13
Place catering order
14
Assign volunteers
2 people
15
Prepare tickets and wristbands
2 people
16
Make route and hall signs
2 people
17
Sort programs
2 people
18
Check stock
2 people
19
Do the shopping
3 people
20
Pick up venue keys
21
Open venue
2 people
22
Inspect hall and foyer
2 people
23
Check emergency exits
2 people
24
Set up chairs
4 people
25
Set up tables
3 people
26
Set up the cloakroom
2 people
27
Hang up decorations
3 people
28
Put up directional signs
2 people
29
Lay out the programs
2 people
30
Set up the bar and coffee table
3 people
31
Chill drinks
2 people
32
Prepare coffee and tea
2 people
33
Prepare snacks
4 people
34
Set out dishes and glasses
2 people
35
Welcome performers
2 people
36
Set up artist room
2 people
37
Check the technical setup of the performance
3 people

Event

38
Staff the entrance and ticket desk
3 people
39
Welcome guests
4 people
40
Staff the cloakroom
2 people
41
Guide visitors to their seats
4 people
42
Hand out programs
2 people
43
Assist the performance
3 people
44
Refill drinks
2 people
45
Serve break snacks
4 people
46
Serve coffee and tea
3 people
47
Seat the hall again
3 people
48
Staff the cloakroom again
2 people
49
Handle audience questions
50
Thank the performers
2 people
51
Guide guests to the exit
3 people
52
Manage coat check
3 people

Aftercare

53
Store leftovers in the fridge
2 people
54
Collect tableware
3 people
55
Collect waste
3 people
56
Take down tables and chairs
4 people
57
Remove decorations
3 people
58
Wash dishes
3 people
59
Clean the bar and kitchen
3 people
60
Vacuum the hall and foyer
2 people
61
Clean the restrooms
2 people
62
Clear the cloakroom
2 people
63
Check borrowed materials
2 people
64
Pack materials
3 people
65
Return materials
2 people
66
Return venue keys
67
Sort lost property

What to bring

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

Furniture

Chairsqty 140
Tablesqty 12
Coat racksqty 2
Foldable tablesqty 4
Bollardsqty 6
Clothes hangersqty 160

Tableware

Wine glassesqty 140
Water glassesqty 140
Coffee cupsqty 100
Platesqty 140
Cutlery setsqty 140
Serving traysqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Cash register
Card machinesqty 2
Flashlightsqty 6
Extension cordsqty 6

Decorations

Tableclothsqty 12
Flower arrangementsqty 8
Decorative clothsqty 6
Program boardsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bowlsqty 12
Measuring cupsqty 3
Serving plattersqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6

Catering

Programsqty 150
Ticketsqty 150
Name stickersqty 150
Pensqty 20
Groceries

Tips

Set the date and venue before sending invitations. Confirm the programme, access arrangements and reservation details first, because changes after invitations go out create extra work for registrations and visitor information.
Keep one visitor list from the first response onward. Record registrations, dietary requirements and updates in the same place, then use the final count to calculate catering and prepare tickets or wristbands.
Give the artists a practical information pack before the event. Include arrival instructions, timings, venue access and programme details; do not leave this until the day of the performance.
Plan the foyer as carefully as the auditorium. Allow time for the cloakroom, signs, programme distribution, registration point and catering area, with tables, glasses, serving equipment and payment devices ready before doors open.
Build a day-of checklist with fixed times. Collect the venue keys, open and inspect the building, check emergency exits, set up chairs and tables, and keep a torch and extension cords available for late fixes.

Frequently asked questions

How far in advance should I organise an opera performance?: Fix the date, venue and programme at least 8 to 12 weeks before the performance. Send invitations once those details and the reservation process are confirmed, leaving the final week for numbers, catering and operational checks.
When should I send invitations for an opera performance?: Send invitations 6 to 8 weeks before the performance when the date, venue and programme are settled. Set a registration deadline about 10 to 14 days before the event so you can update the visitor list and order catering accurately.
How do I calculate catering for an opera performance?: Base the order on the final registered attendance and separate the numbers for drinks, coffee and food. Confirm dietary requirements 7 to 10 days beforehand, then add a small contingency rather than ordering blindly.
What should I check when opening the venue on performance day?: Arrive at least 2 hours before doors open. Collect the keys, inspect the hall and foyer, check emergency exits, set up seating and tables, position signs and confirm that tickets, programmes, catering equipment and payment devices are ready.

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.