How to organise an outdoor performance

Start by fixing the date, venue and audience capacity before booking the performance or equipment. Then work through permits, registrations, catering and the technical setup in that order, because each decision affects the next one. An outdoor performance also needs a written weather scenario, clear route information and enough time for deliveries and sound checks. The checklist below covers the practical work from the first booking to the final venue inspection.

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
Check permits
3
Reserve the Performance
4
Reserve equipment
5
Book catering
6
Record the weather scenario
2 people
7
Determine audience capacity
2 people
8
Design invitations
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Send audience information
13
Print admission tickets
14
Print programs
15
Check decorations
2 people
16
Check the technical list
2 people
17
Determine catering quantities
2 people
18
Brief volunteers
2 people
19
Post Route and Parking Information
2 people
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Check the weather forecast
24
Inspect venue
2 people
25
Receive deliveries
2 people
26
Set up a crowd barrier
3 people
27
Mark the stage area
2 people
28
Set up chairs
4 people
29
Set up tables
3 people
30
Set up tent
4 people
31
Set up decor
3 people
32
Connect sound equipment
3 people
33
Set up lighting
3 people
34
Test power supply
2 people
35
Perform sound check
3 people
36
Perform a lighting check
2 people
37
Set up the catering buffet
3 people
38
Set up cash register and reception
2 people
39
Lay out the programs
2 people
40
Check toilets
2 people

Event

41
Staff the entrance control
2 people
42
Welcome visitors
3 people
43
Hand out programs
2 people
44
Serve drinks
3 people
45
Guide audience to seats
3 people
46
Announce the performance
47
Perform the show
8 people
48
Refill drinks
2 people
49
Moderate audience questions
2 people
50
Serve snacks
3 people
51
Keep the break area clean
2 people
52
Announce evening program
53
Run the evening performance
8 people
54
Adjust lighting
2 people
55
Refill drinks
2 people
56
Announce the final performance
57
Perform the closing show
8 people
58
Guide the audience to the exit
3 people

Aftercare

59
Close the register
2 people
60
Take down the décor
3 people
61
Turn off the sound equipment
2 people
62
Turn off lights
2 people
63
Collect waste
4 people
64
Wash dishes
3 people
65
Clean up catering
3 people
66
Dismantle chairs and tables
4 people
67
Take down the tent
4 people
68
Clean the venue
4 people
69
Inventory materials
2 people
70
Return borrowed materials
2 people
71
Dispose of waste
2 people
72
Store leftover stock
2 people
73
Hand over the venue
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Beer tablesqty 8
Party tentsqty 3
Coat racksqty 2

Equipment

Active speakersqty 2
Microphonesqty 3
Mixing console
DI boxesqty 2
Speaker standsqty 2
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Walkie-talkiesqty 8
Cash registersqty 2
Card machinesqty 2
Flashlightsqty 6
Battery holdersqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Emergency lightsqty 4

Decorations

Backdrop clothsqty 3
Stage coversqty 2
Decorative plantsqty 12
Directional signsqty 12
Program standsqty 4

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Reusable platesqty 220
Reusable cutleryqty 220
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Serving traysqty 8
Pliersqty 8
Ice packsqty 24

Cleaning

Waste binsqty 12
Broomsqty 4
Dustpansqty 2
Mopsqty 4
Cleaning bucketsqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
First aid kitsqty 2

Catering

Groceries

Tips

Confirm permits and audience capacity before sending invitations. Capacity affects seating, registration numbers, admission tickets and the amount of catering you need to order.
Book the performance, speakers, microphones and other technical equipment early, then check the technical list at least one week before the event. Include extension cords, power strips, cable trays and emergency lighting in the check rather than discovering gaps during setup.
Set a firm deadline for dietary requirements, such as 7 days before the performance. Use the final registration count to calculate food, reusable plates, cutlery, glasses, coolers and thermos flasks instead of estimating from invitations alone.
Write two weather scenarios and communicate the relevant route, parking and audience information before the event. Check the forecast 48 hours beforehand and inspect tents, stage covers, chairs and lighting again on the day.
Schedule deliveries and venue access with a specific time window, leaving at least 2 hours before doors open for unloading, seating, cables, lights and a sound check. Brief volunteers before guests arrive so someone is assigned to admissions, directions and practical questions.

Frequently asked questions

How far in advance should I organise an outdoor performance?: Start at least 8 to 12 weeks ahead. Use the first weeks to confirm the date and location, check permits, reserve the performance and equipment, and determine capacity before invitations go out.
When should I send invitations for an outdoor performance?: Send them about 4 to 6 weeks before the performance, after the venue, capacity and basic weather arrangements are confirmed. Set registration and dietary-requirement deadlines at least 7 days before the event.
How much time is needed to set up an outdoor performance?: Allow at least 2 hours before doors open for deliveries, furniture, tents, the stage area, cabling, lighting and a sound check. Add more time if the venue has a long route from unloading to the performance area.
What should I do if the weather forecast changes?: Check the forecast 48 hours before the performance and again on the morning itself. Follow the recorded weather scenario, then send updated audience information as soon as the route, seating or start arrangements change.

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.