How to organise an outdoor performance

An outdoor performance needs more than a stage and an audience. Start by fixing the date, programme and venue, then work through permits, artist and technician bookings, audience registrations and production planning. Weather decisions affect catering, seating, tents and the performance setup, so set a communication deadline before the event. Use the plan below to keep paperwork, equipment, site preparation and the final checks in the right order.

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
Set the date and program
2 people
2
Check venue and playing field
2 people
3
Submit permits and notifications
4
Confirm artists and technicians
2 people
5
Make reservations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Design program booklet
2 people
10
Order program booklets
11
Monitor the weather forecast
12
Send artist information
13
Do the shopping
2 people
14
Collect materials
2 people
15
Check materials
2 people
16
Prepare catering
3 people
17
Communicate the weather plan

Event

18
Inspect the site
2 people
19
Set up the stage
4 people
20
Set up tents
4 people
21
Set up chairs
4 people
22
Set up tables
2 people
23
Set up decor and signage
3 people
24
Set up sound equipment
3 people
25
Hang lighting
3 people
26
Connect power supply
2 people
27
Securely finish cables
2 people
28
Set up the catering buffet
3 people
29
Chill drinks
2 people
30
Set up the coffee and tea station
2 people
31
Set out tableware and cutlery
2 people
32
Set out snacks
3 people
33
Welcome performers
2 people
34
Set up changing rooms
2 people
35
Perform the technical sound check
3 people
36
Perform lighting test
2 people
37
Conduct a safety check
2 people
38
Set up the entrance and ticket desk
2 people
39
Lay out program booklets
40
Welcome the audience
4 people
41
Announce the program
42
Assist the performance
3 people
43
Lead the break
3 people
44
Serve snacks
3 people
45
Serve drinks
2 people
46
Refill drinks
2 people
47
Refill coffee and tea
48
Empty trash bins
2 people
49
Check toilets
50
Answer audience questions
2 people
51
Lead the final applause
52
Guide the audience to the exit
3 people

Aftercare

53
Close catering
3 people
54
Switch off equipment
2 people
55
Take down decorations
3 people
56
Collect waste
4 people
57
Clean the grounds
4 people
58
Dismantle chairs and tables
4 people
59
Take down tents
4 people
60
Dismantle the stage
4 people
61
Pack audio equipment
3 people
62
Pack up lighting
2 people
63
Wash dishes
3 people
64
Clear away catering supplies
2 people
65
Clean the restrooms
2 people
66
Inventory materials
2 people
67
Return materials
2 people
68
Hand over the site
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Party tentsqty 3
Folding chairsqty 120
Tablesqty 10
Bar stoolsqty 6
Dressing room racksqty 4
Foldable tablesqty 4

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 12
Spare batteriesqty 16
Cable reelsqty 6
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 20
Cable matsqty 12
Gaffer tapeqty 6
Cable tiesqty 100
Generator

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 6
Light filtersqty 8

Decorations

Stage backdropsqty 2
Buntingqty 12
Flower boxesqty 8
Red carpetsqty 2
Entrance signsqty 4
Directional signsqty 8
Program boardsqty 2
Program bookletsqty 150

Tableware

Drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Bowlsqty 10
Measuring cupsqty 2
Coolersqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 4

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Flashlightsqty 6
Barrier tapeqty 4
Traffic conesqty 12

Groceries

Groceries

Tips

Check permits and notifications as soon as the date and venue are confirmed. Allow at least several weeks for approvals, and do not wait until the programme is complete before starting the paperwork.
Confirm every artist and technician in writing, then send practical information at least 7 days before the performance. Include arrival times, dressing-room arrangements, the running order and the weather plan.
Treat sound and power as one production task. Test the mixer, speakers, subwoofers, microphones, DI boxes and cables on site, and keep spare batteries, cable reels and a backup power option available.
Set a firm weather decision point, such as 24 hours before the performance, and tell guests what happens if conditions change. This prevents last-minute confusion about tents, seating, catering and cancellations.
Inspect the site before the audience arrives and keep cable routes clear. Place cable trays or mats over crossings, secure loose cables with gaffer tape or cable ties, and check stage steps, lighting stands and chairs before opening the gates.

Frequently asked questions

How early should I start planning an outdoor performance?: Start at least 8 to 12 weeks before the performance. Use the first two weeks to confirm the date, programme and venue, then begin permits, artist bookings, reservations and production planning.
When should I submit permits for an outdoor performance?: Submit permits and notifications as soon as the venue and date are fixed, ideally 6 to 8 weeks ahead. Local requirements vary, so check the authority’s processing time before announcing the event.
How far in advance should I send the weather plan?: Set the decision deadline 24 hours before the performance and send the plan immediately after that decision. If the forecast is unstable, issue a preliminary update 48 hours ahead and a final message on the day before.
When should the outdoor stage and sound equipment be set up?: Set up the stage, tents, seating and sound equipment several hours before the audience arrives. Allow extra time for a full microphone and speaker check, lighting focus, cable safety inspection and artist soundcheck.

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.