How to organise an outdoor theatre performance

Start by fixing the performance date and confirming that the venue can host the audience, stage and technical setup. Then handle permits, artist contracts and equipment before you invite anyone. Outdoor theatre needs more planning than a standard indoor show: sound, power, seating, toilets and weather cover all affect the audience experience. Keep registrations and dietary requirements together, publish clear directions, and decide the rain plan before the forecast becomes urgent.

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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 performance date
2
Confirm Venue Availability
3
Check permit conditions
4
Finalize artist contracts
5
Reserve equipment
6
Reserve stage
7
Reserve toilets
8
Finalize catering arrangements
9
Write show information
10
Design invitations
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Update visitor list
15
Print the program
2 people
16
Publish directions
17
Check the weather forecast
18
Communicate the rain plan
19
Create technical floor plan
2 people
20
Determine seating layout
2 people
21
Finalize the catering menu
22
Check the shopping list
23
Do the shopping
2 people
24
Sort programs
2 people
25
Collect materials
2 people
26
Prepare catering
3 people
27
Inspect venue
2 people
28
Set up the stage
4 people
29
Attach the backdrop
2 people
30
Set up sound equipment
3 people
31
Connect microphones
2 people
32
Set up lighting equipment
3 people
33
Connect power supply
2 people
34
Set up chairs
4 people
35
Set up tables
2 people
36
Mark the access route
2 people
37
Place audience signs
2 people
38
Hang decorations
2 people
39
Chill drinks
2 people
40
Prepare snacks
3 people
41
Set up the catering buffet
2 people
42
Set up the cloakroom
43
Set up the cash register and check-in
2 people
44
Test the equipment
3 people
45
Check the stage for safety
2 people

Event

46
Welcome performers
2 people
47
Help performers change
48
Welcome the audience
4 people
49
Hand out programs
2 people
50
Check tickets
2 people
51
Serve welcome drinks
3 people
52
Handle the opening announcement
53
Assist the performance
3 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Restock break buffet
2 people
57
Guide the break audience
3 people
58
Turn on evening lighting
59
Assist with the second performance
3 people
60
Moderate audience questions
61
See off guests and manage departure
3 people
62
See off the artists

Aftercare

63
Catering breakdown
3 people
64
Collect waste
3 people
65
Clear away chairs
4 people
66
Clear tables
2 people
67
Remove decorations
2 people
68
Disconnect sound equipment
3 people
69
Disconnect the lighting equipment
2 people
70
Dismantle the stage
4 people
71
Wash dishes
3 people
72
Clean the grounds
4 people
73
Check toilets
74
Pack up materials
2 people
75
Return borrowed materials
2 people
76
Collect lost property
77
Leave the venue tidy
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Director's Chairqty 2
Chairsqty 120
High tablesqty 6
Tablesqty 8
Party tentsqty 3
Coat racksqty 2

Equipment

Mixer
Active speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4
Music player

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 6

Decorations

Backdrop
Buntingqty 8
Tableclothsqty 10
Decorative lanternsqty 12
Directional signsqty 8

Tableware

Reusable cupsqty 160
Wine glassesqty 80
Platesqty 140
Cutlery setsqty 140
Serving spoonsqty 8
Coffee cupsqty 80

Kitchen

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 10
Small bowlsqty 12
Pliersqty 6
Covering filmqty 2
Ice packsqty 16

Cleaning

Waste binsqty 8
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 24
Hand soap dispensersqty 4

Catering

Groceries

Tips

Check permit conditions before finalising the programme or sending invitations. Some venues require information about audience numbers, amplified sound, temporary structures or closing times several weeks in advance.
Build the technical floor plan around the stage, seating and power supply. Keep cable reels, extension cords and power strips away from walking routes, and leave clear access for performers and crew.
Set the seating layout before ordering or collecting furniture. Count chairs against confirmed registrations, then allow a small number of accessible spaces and clear routes to the toilets and exits.
Communicate the rain plan as soon as registrations open, not only on the day of the show. Tell visitors where to find updates and when the final weather decision will be made.
Finish practical audience preparation at least one day before the performance: print the programme, sort materials, check directional signs and confirm the catering menu against dietary requirements.

Frequently asked questions

How far in advance should I plan an outdoor theatre performance?: Start at least 8 to 12 weeks ahead. Confirm the date and venue first, then allow time for permits, artist contracts, equipment reservations, invitations and registrations.
When should I send invitations for an outdoor theatre performance?: Send invitations around 4 to 6 weeks before the performance. Close or review registrations early enough to confirm seating, catering quantities, dietary requirements and the visitor list.
When should I check the weather for an outdoor theatre performance?: Check the forecast daily during the final week and make a firm decision 24 to 48 hours before the show. Communicate the rain plan immediately once it is confirmed.
How much technical equipment is needed for outdoor theatre?: Allow at least one sound check several hours before the audience arrives. Plan the mixer, speakers, microphones, stands, DI boxes, cables and power distribution together with the stage and seating layout, rather than adding them at the last minute.

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.