How to organise an outdoor performance

Start by fixing the performance site, playing area and audience route before you invite anyone. Then work through permits, sound requirements, artist contracts and published show times in that order. Outdoor events need a confirmed bad-weather plan, not just a weather check on the day. Build in time for sound, lighting, seating and safety setup, and confirm every delivery and reservation at least 48 hours before the performance.

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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
Mark out the venue and playing area
2 people
2
Check permits
3
Report noise requirements to the municipality
4
Confirm artist contracts
5
Publish show times
6
Send invitations
2 people
7
Open online registrations
8
Hang up promotion
2 people
9
Process seat reservations
10
Collect dietary requirements
11
Check the weather forecast
12
Confirm bad weather plan
2 people
13
Confirm deliveries and reservations
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Prepare catering
3 people
17
Print program booklets
18
Lay out name badges and wristbands
2 people
19
Bring materials to the venue
4 people
20
Secure the work area
3 people
21
Build stage sections
4 people
22
Set up the backdrop and decor
3 people
23
Set up chairs
4 people
24
Set up tables
3 people
25
Mark the entrance and audience route
2 people
26
Connect the sound system
2 people
27
Set up microphones
2 people
28
Connect lighting
2 people
29
Tape down power cables
2 people
30
Set up the catering buffet
3 people
31
Set up drink points
2 people
32
Lay out program booklets
2 people
33
Check accessibility
2 people
34
Conduct a safety check
2 people
35
Perform the technical sound check
3 people
36
Test the lighting plan
2 people
37
Welcome performers
2 people
38
Set up the artist room
2 people

Event

39
Staff the audience reception
4 people
40
Open the program
41
Guide audience to seats
3 people
42
Support the performance technically
3 people
43
Serve break drinks
5 people
44
Serve snacks
4 people
45
Refill drinks
2 people
46
Keep the buffet clean and stocked
2 people
47
Answer audience questions
2 people
48
Keep watch along the visitor route
2 people
49
Announce break
50
Announce the second part
51
Guide the audience to the exit
3 people
52
Check out artists

Aftercare

53
Turn off the sound system
2 people
54
Turn off lights
2 people
55
Chill leftover catering
2 people
56
Collect waste
4 people
57
Wash dishes
3 people
58
Take down tables and chairs
4 people
59
Remove decorations
3 people
60
Dismantle the stage and decor
4 people
61
Leave venue clean
4 people
62
Return materials
3 people
63
Return borrowed materials
2 people
64
Check lost property
65
Clean up leftovers
2 people

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Stage skirt
Chairsqty 110
Foldable tablesqty 8
Bar stoolsqty 4
Dressing room tablesqty 2
Changing room chairsqty 6
Waste binsqty 8
Crowd barriersqty 12

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 10
Spare batteriesqty 12
Laptop
Megaphone
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6
Generator

Lighting

LED floodlightsqty 6
LED work lightsqty 4
String lightsqty 6
Light standsqty 4
Flashlightsqty 6
Spare flashlightsqty 6

Decorations

Backdrop
Stage drapesqty 4
Welcome sign
Wayfinding signsqty 6
Program board
Conesqty 12
Barrier tapeqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Coolersqty 2
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 8
Storage binsqty 12
Induction platesqty 2
Food warmersqty 4

Cleaning

Washing-up tubsqty 3
Sweep and empty trash binsqty 2
Mopsqty 2
Cleaning glovesqty 6
Hand sanitizer dispensersqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the playing surface, stage position and audience route before publishing the event. This determines where chairs, tables, barriers, cables and the entrance can go.
Check permits and notify the local authority about sound requirements early enough to resolve questions before promotion starts. Do not wait until the week of the performance.
Publish performance times only after artist contracts and technical requirements are confirmed. For an outdoor show, allow a clear setup and sound-check window before the first audience arrival.
Set a weather decision deadline, such as 24 hours before the show, and communicate what happens if the plan changes. Check the forecast again on the morning of the performance.
Treat cables, power and audience movement as part of the build, not a final tidy-up. Use cable trays and gaffertape, mark the entrance and route, and keep work areas behind barriers.

Frequently asked questions

How far in advance should I organise an outdoor performance?: Start at least 8 to 12 weeks ahead if you need permits, artists, sound equipment and public promotion. Confirm deliveries, reservations and the bad-weather plan no later than 48 hours before the performance.
When should I check the weather for an outdoor performance?: Check it during the final week, then make the formal go-or-change decision 24 hours before the show. Check again on the morning itself so the crew can adjust setup and audience communication.
How much time do I need to set up an outdoor performance?: Allow at least 4 hours for a small production with a stage, seating, sound and lighting. Add more time if the ground is uneven, power is distant or the audience area needs barriers and a marked route.
How many drinks should I plan for an outdoor performance?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour afterward. Chill drinks before guests arrive and keep water available throughout the performance.

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.