How to organise an outdoor performance

An outdoor performance needs more than a stage and an audience. Start by fixing the date, location, performance and budget, then secure permits, rights, insurance, artists and technical equipment before promoting the event. The main risks are weather, power, sound, audience comfort and late supplier bookings. Use the plan below to work through production, guest arrangements and event-day setup in the right order.

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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
Check permits
3
Arrange copyright
4
Check insurance
5
Finalize show selection
3 people
6
Set the budget
2 people
7
Book performers
2 people
8
Reserve stage
9
Reserve sound system
10
Reserve lighting
11
Reserve toilets
12
Arrange catering
2 people
13
Recruit volunteers
2 people
14
Send invitations
2 people
15
Publish the performance online
16
Process registrations
17
Collect dietary requirements
18
Have the program printed
19
Monitor the weather forecast
20
Confirm bad-weather scenario
2 people
21
Check stock
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Sort programs
2 people
26
Check equipment
2 people
27
Mark off the venue
3 people
28
Set up the stage
4 people
29
Set up the sound system
3 people
30
Set up lighting
3 people
31
Connect power supply
2 people
32
Set up chairs
4 people
33
Set up tables
3 people
34
Set up tent and awning
4 people
35
Set up catering point
3 people
36
Check toilets
37
Hang up decorations
3 people
38
Lay out the programs
2 people
39
Display snacks
2 people
40
Run the sound check
3 people
41
Perform lighting test
2 people

Event

42
Welcome performers
2 people
43
Staff the audience reception
3 people
44
Hand out programs
2 people
45
Serve drinks
3 people
46
Serve snacks
3 people
47
Announce the performance
48
Operate technical equipment during the performance
2 people
49
Assist performers
50
Guide the audience
2 people
51
Refill drinks
2 people
52
Announce break
53
Provide break catering
3 people
54
Check the break room
2 people
55
Announce the second part
56
Complete technical setup
2 people
57
See the audience out
3 people
58
Announce evening program
59
Guide the evening performance
2 people
60
Serve evening drinks
3 people
61
Operate lighting
62
Announce the final round
63
See the crowd off
3 people

Aftercare

64
Take down the sound system
3 people
65
Dismantle lighting
2 people
66
Leave the stage safe and tidy
3 people
67
Collect waste
4 people
68
Wash dishes
3 people
69
Clean the catering area
2 people
70
Clean the restrooms
2 people
71
Sweep the venue
3 people
72
Clear away furniture
4 people
73
Remove decorations
2 people
74
Have stage picked up
2 people
75
Return sound system
2 people
76
Return lighting
2 people
77
Store leftover food
2 people
78
Dispose of waste
2 people
79
Return borrowed items
2 people
80
Hand over the venue
2 people

What to bring

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

Furniture

Foldable chairsqty 120
Tablesqty 10
Beer tablesqty 6
Party tentsqty 3
Canopiesqty 2
Dressing room racksqty 4
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Backdrop
Sound system
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Mixer
Speakersqty 4
Monitor speakersqty 2
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Lanternsqty 12

Decorations

Stage curtainsqty 2
Buntingqty 8
Balloon archesqty 2
Flower boxesqty 8
Welcome sign
Program standsqty 3

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pouring jugsqty 8
Serving traysqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Food containersqty 12
Pliersqty 6
Ice packsqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm permits, copyright and insurance before publishing the performance online. Allow at least 6–8 weeks for checks and approvals, especially if the location has neighbours, public access or amplified sound.
Book the stage, sound system, lighting, toilets and catering together once the performance is fixed. Outdoor suppliers are often limited, so leaving these bookings until the final 2–3 weeks can create gaps in the setup.
Build the site around the audience journey: entrance, seating, toilets, catering and the performance area. Check that cable runs are protected with cable covers and that speakers, microphones and monitor speakers can be positioned without blocking walkways.
Set a weather decision deadline, such as 24 hours before doors open. Confirm the bad-weather option with the venue, artists and suppliers, and prepare tents, canopies or other cover rather than waiting for the forecast on the day.
Collect registrations and dietary requirements before ordering food and drinks. For the first hour, plan roughly 2–3 drinks per person, then keep reusable cups, chilled drinks and serving space ready before the audience arrives.

Frequently asked questions

How far in advance should I plan an outdoor performance?: Start at least 8–12 weeks ahead. Use the first weeks to confirm the date, location, performance, budget, permits, rights, insurance and artist contracts before sending invitations.
When should I book the stage and sound equipment?: Book the podium, sound system and lighting as soon as the performance and date are confirmed, ideally 6–8 weeks in advance. Ask suppliers about power requirements, delivery access, setup time and a sound check.
What should I do if it rains during an outdoor performance?: Agree on a weather decision at least 24 hours before the event and confirm the fallback plan with every supplier and performer. Provide enough covered space for the stage, technical equipment and audience areas, and never leave electrical connections exposed to rain.
How many toilets do I need for an outdoor performance?: For a small event, begin by checking the expected audience size and the supplier's recommended ratio; a practical planning point is about 1 toilet per 50 guests for a short performance. Add capacity for longer events, catering staff and anyone with accessibility needs, and book them several weeks ahead.

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.