How to organise a site-specific theatre performance

A site-specific evening performance needs more than a confirmed show and a suitable venue. You need to control the audience route, capacity, lighting, sound, timing and weather plan before guests arrive. Start with the venue and performance format, then work through permissions, ticketing, access information and technical production in that order. This approach helps prevent late problems such as unclear meeting points, blocked walkways, missing power and nowhere for coats or performers to change.

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 the performance and venue
2 people
2
Check permits and notifications
3
Determine audience capacity
2 people
4
Develop route and crowd flow
2 people
5
Send invitations
2 people
6
Open online ticket sales
7
Process registrations
8
Collect dietary requirements
9
Order catering
10
Schedule audience hosts
11
Plan the technical rehearsal
2 people
12
Arrange deliveries and pickup appointments
13
Publish audience information
14
Check the weather forecast
15
Print the schedule and route
2 people
16
Do the shopping
2 people
17
Bring materials to the venue
3 people
18
Hand over the venue clean and empty
2 people
19
Mark the decor and play areas
3 people
20
Set out weather protection
2 people
21
Test the equipment
2 people
22
Prepare catering
2 people
23
Set up set pieces
3 people
24
Set up the audience area
4 people
25
Set up chairs
4 people
26
Set up tables for reception
2 people
27
Set light positions
2 people
28
Set up the sound system
3 people
29
Check the microphones
2 people
30
Safely finish power cables
2 people
31
Set up decor and props
3 people
32
Hang route signs
2 people
33
Check toilets
34
Conduct a safety check
2 people
35
Set up the changing area
2 people
36
Lay out costumes and props
2 people
37
Conduct the technical rehearsal
4 people

Event

38
Welcome actors
2 people
39
Have actors change costumes
40
Do the final decor check
2 people
41
Hold crew briefing
4 people
42
Prepare the audience reception
3 people
43
Chill drinks
2 people
44
Set out coffee and tea
2 people
45
Staff entrance and ticket checks
3 people
46
Guide the audience to the play area
4 people
47
Distribute welcome information
2 people
48
Serve snacks
3 people
49
Refill drinks
2 people
50
Guide audience to seats
3 people
51
Set up lights and sound
2 people
52
Assist the performance
4 people
53
Guide the audience during the break
3 people
54
Serve break drinks
3 people
55
Guide the audience afterward
3 people
56
Facilitate the debrief
2 people

Aftercare

57
Collect leftovers and waste
3 people
58
Collect tableware and glasses
2 people
59
Dismantle lighting and sound equipment
3 people
60
Dismantle decor and props
3 people
61
Clean the venue
4 people
62
Return materials
3 people
63
Return borrowed items
2 people
64
Clean and store costumes
2 people
65
Clear away leftover catering
2 people
66
Archive ticket details
67
Register lost and found items

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Dressing room racksqty 4
Folding benchesqty 4
Coat racksqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Laptop for playback

Lighting

LED theater spotlightsqty 8
Light standsqty 4
Work lightsqty 4
Flashlightsqty 6
Batteriesqty 24

Decorations

Black fabricqty 6
Decorative panelsqty 8
Prop cratesqty 4
Decorative plantsqty 6
Route signsqty 12
Directional signsqty 20
Program boardsqty 4
Dressing room mirrorsqty 4
Clothes hangersqty 40
Clothing coversqty 20

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Food containersqty 12
Corkscrewqty 2

Cleaning

Bucketsqty 4
Spongesqty 8
Floor squeegeesqty 2
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8
Barrier tapeqty 4
Non-slip matsqty 8

Office

Program bookletsqty 130
Ticket scannersqty 2
Clipboardsqty 4
Pen setsqty 4
Name stickersqty 40
Gaffer tapeqty 8
Cable tiesqty 200

Catering

Groceries

Tips

Fix the audience capacity before opening ticket sales. Base it on the narrowest point of the route, available seating and safe crowd flow rather than simply counting all usable floor space.
Walk the complete route in the evening at least once before the technical rehearsal. Mark play areas, entrances and directional signs, and check where cable mats, work lights or weather protection are needed.
Schedule the technical rehearsal early enough to correct problems before the performance day. Test the mixer, speakers, microphones, playback laptop and theatre spotlights at the positions where they will actually be used.
Publish audience information as soon as registrations open, including the meeting point, route length, arrival time, seating arrangements, weather guidance and any access limits. Collect dietary requirements before ordering catering, not on the day.
Set a delivery and collection window for every large item, then assign one person to receive it. Bring route signs, lighting, sound equipment and set pieces to the venue before the audience area is assembled, and leave time to hand the venue back clean and empty.

Frequently asked questions

How far in advance should I plan a site-specific theatre performance?: Start venue confirmation, permissions and capacity planning at least 8 to 12 weeks before the evening performance. Open ticket sales only after the route, audience limit and basic access information are confirmed.
How many people can attend a site-specific performance?: Set the limit from the smallest safe route section, not the total venue capacity. Allow enough space for the audience to move and keep access routes clear; confirm the final number before invitations and online sales go out.
When should the technical rehearsal take place?: Hold it after the venue layout, route and equipment positions are fixed, ideally 1 to 3 days before the performance. Repeat the key sound and lighting checks after dark if the audience will move through outdoor or dimly lit areas.
What should I tell the audience before an evening site-specific show?: Send the meeting point, arrival deadline, route or walking time, seating details, weather advice and access information at least 5 to 7 days beforehand. Include a contact method for late arrivals and dietary requirements if catering is provided.

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.