How to organize a ballet performance

A ballet performance runs smoothly when artistic, technical, and audience planning follow one clear sequence. Start by confirming the date and venue, then lock the program before building the rehearsal schedule and assigning responsibilities. In the final weeks, check costumes, music files, props, accessibility, seating, and catering together rather than separately. The last few days are for packing, printing, shopping, and confirming who handles each job on show day.

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 venue
2
Set the show program
2 people
3
Create the rehearsal schedule
2 people
4
Confirm artists and escorts
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Book catering
9
Have the program printed
10
Create posters and signage
2 people
11
Check technical requirements
2 people
12
Gather music files
13
Check costumes
2 people
14
Wash and repair costumes
2 people
15
Inventory props
2 people
16
Determine audience layout
17
Assign volunteers
18
Check first aid supplies
19
Check accessibility
2 people
20
Send audience information
21
Check the shopping list
22
Do the shopping
2 people
23
Lay out costumes
3 people
24
Clean the venue
3 people
25
Set up tables and chairs
4 people
26
Set up decor and signage
3 people
27
Take props backstage
3 people
28
Chill drinks
2 people
29
Prepare catering
3 people
30
Test equipment and music
3 people
31
Set up changing rooms
2 people
32
Lay out programs and tickets
2 people
33
Set up the reception desk
2 people
34
Set out catering and tableware
3 people
35
Check the dance floor and playing area
3 people
36
Run general rehearsal
8 people
37
Set up break catering
2 people

Event

38
Welcome performers
2 people
39
Distribute costumes
3 people
40
Have performers change clothes
2 people
41
Welcome the audience
4 people
42
Hand out tickets and programs
3 people
43
Escort audience to the hall
3 people
44
Assist the performance
5 people
45
Serve drinks and snacks
4 people
46
Refill drinks
2 people
47
Announce break
48
Guide the audience afterward
3 people
49
Prepare the evening performance
5 people
50
Welcome evening guests
4 people
51
Distribute evening program
3 people
52
Guide the evening performance
5 people
53
Manage post-show reception
4 people
54
Thank the performers
2 people
55
Collect costumes
3 people
56
See the audience out
3 people

Aftercare

57
Collect tableware
3 people
58
Collect waste
3 people
59
Remove decorations
3 people
60
Switch off equipment
2 people
61
Clear the hall
5 people
62
Wash dishes
3 people
63
Clean changing rooms
2 people
64
Air out the costumes
2 people
65
Store costumes
2 people
66
Store leftover catering
2 people
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Clear away programs and posters
70
Do the final cleaning of the venue
3 people

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Reception table
Clothes racksqty 4
Break tablesqty 6
Waste binsqty 8

Tableware

Water glassesqty 130
Coffee cupsqty 80
Pastry platesqty 130
Forksqty 130
Coffee spoonsqty 80
Serving plattersqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Coolersqty 4
Ice cube traysqty 4

Equipment

Laptop
Music player
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12

Lighting

LED table lampsqty 8
LED stage spotlightsqty 4

Decorations

Backdrop clothsqty 2
Flower arrangementsqty 6
Directional signsqty 10
Program standsqty 4
Coat hangersqty 140

Clothing

Garment coversqty 30
Clothing labelsqty 40
Clothes steamersqty 2
Mirrorqty 2
Makeup mirrorsqty 8
Costume storage boxesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Non-slip matsqty 6

Office

Ticket boxesqty 2
Pen setsqty 4
Clipboard foldersqty 6
Name stickersqty 150

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the venue’s technical requirements before the final rehearsal. Check power outlets, extension cords, microphones, music playback, stage spotlights, and backup batteries so problems are found before performers arrive.
Set the program before sending invitations or printing it. Once the running order is fixed, allow time for rehearsal changes, printed programs, signage, and accurate audience information.
Create one costume and prop check per dancer at least 7 days before the performance. Wash or repair costumes early, then place each costume, accessory, and prop together so missing items are visible immediately.
Plan the audience layout before setting up chairs and tables. Leave clear routes for entrances, exits, wheelchair access, and service areas, and brief volunteers on seating and late arrivals before doors open.
Finish food and drink preparation before the performance-day rush. Confirm dietary requirements in advance, then check coffee equipment, thermos flasks, cups, glasses, serving platters, waste bins, and coolers during the final venue setup.

Frequently asked questions

How far in advance should I organize a ballet performance?: Start at least 8 to 12 weeks ahead for a small production. Confirm the venue and date first, then set the program, schedule rehearsals, confirm performers, and send invitations.
When should the ballet performance program be finalized?: Finalize the running order at least 3 weeks before the performance. This gives you time to adjust rehearsals, print programs, create signs, and send accurate arrival information to the audience.
How many rehearsals are needed before a ballet performance?: Plan a minimum of 3 full run-throughs after individual choreography is ready. Schedule the final one close enough to the show to test entrances, exits, music playback, costumes, props, and timing.
When should costumes and props be checked?: Complete the first full costume and prop check 7 to 10 days before the performance. Do a second check the day before, after washing or repairs, and keep everything together for show-day setup.

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.