How to organise an outdoor performance

An outdoor performance needs more than a confirmed artist and a patch of grass. Start with the date, location, permissions and programme, then secure performers, technical equipment and a weather backup before inviting guests. Registration, dietary information and volunteer roles should be tracked in one place. In the final week, test the sound, inspect the site, confirm power and prepare clear instructions so the performance can start without last-minute decisions.

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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 and notifications
2 people
3
Record the performance schedule
2 people
4
Confirm performers and technical crew
2 people
5
Send invitations
2 people
6
Open online registration form
7
Distribute promotional posters
3 people
8
Process registrations
9
Collect dietary requirements
10
Make material reservations
2 people
11
Check the weather forecast
12
Confirm backup weather plan
2 people
13
Update visitor list
14
Create volunteer instructions
15
Make route and safety signs
2 people
16
Check the shopping list
2 people
17
Buy non-perishable groceries
2 people
18
Buy fresh groceries
2 people
19
Collect materials
3 people
20
Test the equipment
2 people
21
Chill food and drinks
2 people
22
Print the run sheet and contact list
23
Inspect venue
3 people
24
Clear the loading and unloading area
3 people
25
Check power supply
2 people
26
Set Up Audience Sections
3 people
27
Set out chairs
5 people
28
Set up tables
3 people
29
Set up tents
4 people
30
Set up lighting stands
3 people
31
Connect the lighting
2 people
32
Set up speakers
3 people
33
Connect microphones
2 people
34
Thoroughly test the equipment
3 people
35
Set up decor and backdrop
3 people
36
Mark the stage area
2 people
37
Set up the catering buffet
3 people
38
Prepare snacks
4 people
39
Chill drinks
2 people
40
Set up the coffee and tea area
2 people
41
Check sanitary facilities
2 people
42
Place waste stations
2 people
43
Set up the information desk
2 people
44
Hold crew briefing
6 people

Event

45
Welcome the audience
4 people
46
Carry out ticket checks
2 people
47
Guide visitors to their seats
3 people
48
Start opening music
49
Assist the performance
4 people
50
Refill drinks
2 people
51
Restock the buffet
2 people
52
Answer audience questions
2 people
53
Announce break
54
Serve the break buffet
4 people
55
Resume the performance
2 people
56
Adjust lighting
2 people
57
Monitor sound level
58
Supervision in audience sections
2 people
59
Guide the final applause
2 people
60
Guide the audience to the exit
3 people
61
Collect lost property

Aftercare

62
Turn off the lights and sound
2 people
63
Chill leftover food
2 people
64
Collect tableware
3 people
65
Collect waste
4 people
66
Clear away chairs and tables
5 people
67
Take down tents
4 people
68
Take down decorations
3 people
69
Clean the venue
5 people
70
Sort materials
3 people
71
Wash dishes
3 people
72
Clean equipment
2 people
73
Return rental items
3 people
74
Store leftover stock
2 people
75
Register lost and found items

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 10
Beer tablesqty 6
Party tentsqty 3
Bar stoolsqty 6
Changing room screensqty 4
Clothes racksqty 3
Storage binsqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Spare batteriesqty 12
Fire extinguishersqty 2
First aid kitsqty 2
Walkie-talkiesqty 6
Business phonesqty 2

Lighting

LED work lightsqty 6
String lightsqty 8
Light standsqty 3
Flashlightsqty 6

Decorations

Backdrop clothsqty 3
Buntingqty 8
Balloonsqty 150
Decorative plantsqty 8
Tableclothsqty 12
Tapeqty 6
Cable tiesqty 100
Program postersqty 20
Route signsqty 12
Arrow stickersqty 30

Tableware

Reusable platesqty 140
Reusable bowlsqty 120
Reusable glassesqty 180
Coffee cupsqty 100
Knivesqty 140
Forksqty 140
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 10

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 16
Bottle openersqty 3
Ice packsqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Check permits, notifications and site rules before announcing the date. Allow at least 4–6 weeks for this check, especially if you need amplified sound, temporary structures or public access.
Confirm the programme, artists and technical requirements before booking equipment. Arrange a full sound test before guests arrive, including speakers, the mixing desk, microphones, cables and spare batteries.
Treat weather as a production decision, not just a forecast. Confirm the alternative plan at least 48 hours before the performance, including where people, equipment and food will go if rain or strong wind is expected.
Close guest and catering details several days in advance. Update the visitor list, collect dietary requirements and buy shelf-stable items first; chill fresh food and drinks on the day they are served.
Walk the site before setup and print the run sheet and contact list. Keep the loading area clear, check power and lighting, and place route and safety signs before volunteers and performers begin work.

Frequently asked questions

How far in advance should I plan an outdoor performance?: Start at least 6–8 weeks ahead. That gives you time to confirm the location, check permits, book artists and equipment, open registration and prepare a weather alternative.
When should I check the weather for an outdoor performance?: Check it daily during the final week and make the weather decision 48 hours before the event. Recheck it on the morning of the performance before loading equipment and food.
How early should the technical setup start?: Allow at least 3–4 hours before the audience arrives for unloading, speaker placement, cabling, lighting and a complete sound test. Add more time if the site has a long route from the loading area to the performance space.
When should I send invitations and open registration?: Open registration as soon as the date, location and programme are confirmed, ideally 3–4 weeks before the performance. Close or review the list 2–3 days beforehand so you can plan seating, food and volunteer coverage.

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.