How to organize a fairy tale performance

Start by fixing the performance date, programme and venue before inviting anyone. Then open registrations, collect dietary requirements and confirm the audience numbers early enough for catering and seating. The production needs its own schedule: check the script and cues, confirm the cast and crew, try on costumes and gather props before the venue setup. On the day, allow time for stage, backdrop, lighting, sound, signs and a volunteer briefing—not just the performance itself.

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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
Set the date and program
2 people
2
Reserve venue
3
Register the performance
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open registrations
7
Process registrations
2 people
8
Collect dietary requirements
9
Book catering
10
Reserve equipment
11
Print the program
2 people
12
Check visitor list
2 people
13
Confirm cast and crew
14
Check the texts and cues
3 people
15
Try on costumes
4 people
16
Gather props
2 people
17
Check decor parts
2 people
18
Prepare route signs
19
Make name badges
2 people
20
Brief volunteers
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Collect fresh produce
2 people
24
Chill drinks
2 people
25
Load the decor
3 people

Event

26
Open venue
2 people
27
Clear the loading area
2 people
28
Check the stage floor
2 people
29
Set up decor
4 people
30
Hang the backdrop
3 people
31
Install lighting
2 people
32
Set up the sound system
2 people
33
Test the lights and sound
3 people
34
Set up audience seating
4 people
35
Set up reception tables
2 people
36
Hang decorations
3 people
37
Set up catering
3 people
38
Prepare coffee and tea
2 people
39
Set up changing rooms
2 people
40
Set up props
2 people
41
Staff the registration table
2 people
42
Welcome visitors
4 people
43
Hand out programs
2 people
44
Serve drinks
3 people
45
Escort audience to the hall
3 people
46
Support the performance technically
3 people
47
Serve break snacks
3 people
48
Refill drinks
2 people
49
Guide the audience back to the hall
2 people
50
Guide the second part
3 people
51
Host artists after the event
2 people
52
Serve a late-night snack
3 people
53
Moderate audience questions
2 people
54
Refill drinks
2 people

Aftercare

55
Turn off the lights and sound
2 people
56
Pack props
3 people
57
Take down the décor
4 people
58
Clear away chairs and tables
4 people
59
Wash dishes
3 people
60
Collect waste
2 people
61
Clean the venue
4 people
62
Retrieve supplies
2 people
63
Return materials
2 people
64
Clean and store costumes
2 people
65
Register lost and found items

What to bring

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

Furniture

Audience chairsqty 140
Foldable tablesqty 10
Reception deskqty 2
Bar stoolsqty 4
Clothes racksqty 3
High tablesqty 6
Stage sectionsqty 8

Decorations

Fairytale backdrop
Decorative treesqty 4
Artificial flowersqty 30
Buntingqty 12
LED wall lightsqty 8
Decorative lanternsqty 10
Golden starsqty 40
Artificial mossqty 6
Fairy-tale castle
Decorative crownqty 3
Curtainsqty 4
Balloonsqty 100

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 8
Power stripsqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 3
Light controller

Tableware

Reusable drinking glassesqty 160
Coffee cupsqty 100
Dessert platesqty 150
Pastry forksqty 150
Coffee spoonsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving traysqty 6
Kettlesqty 3
Coffee machinesqty 2
Ice cube traysqty 4
Napkin dispensersqty 4

Catering

Groceries

Theater supplies

Prop cratesqty 4
Magic wandsqty 6
Training swordsqty 3
Fairy tale booksqty 4
Hand mirrorsqty 3
Decorative keysqty 5
Artificial crownsqty 6
Costume jewelryqty 2
Treasure chest
Artificial flower bouquetsqty 5

Clothing

Princess dressesqty 3
Prince costumesqty 2
Witch cloaksqty 2
Wizard robesqty 2
Crownsqty 6
Fairy tale hatsqty 6
Wingsqty 4
Glovesqty 8
Garment coversqty 15

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Waste binsqty 8
Cleaning clothsqty 12
Hand soap dispensersqty 4
Paper towelsqty 6

Registration

Visitor listqty 2
Pensqty 20
Name badgesqty 150
Program leafletsqty 150
Ticketsqty 150
Clipboardsqty 4
Cash box
Tapeqty 6
Scissorsqty 4

Information

Directional signsqty 12
Pictogram cardsqty 8
Break sign
Program board

Safety

Cable matsqty 12
Gaffer tapeqty 6
Non-slip matsqty 8
Flashlightsqty 6
Batteriesqty 24

Transport

Transport binsqty 12
Hand trucksqty 2
Ratchet strapsqty 8

Tips

Set the programme before sending invitations. Include the expected arrival time, registration deadline and performance start so you can build a realistic visitor list and seating plan.
Close registrations before booking catering and finalising chairs. Use the final list to check dietary requirements, prepare name badges and decide how many audience chairs and tables are needed.
Schedule a technical rehearsal before opening the doors. Test the speakers, mixer, wireless microphones, music player, spotlights, light controller, extension cords and power strips with the actual cues.
Check costumes, props and scenery together, not separately. A missing crown, curtain, decorative tree or stage section can affect a scene, so mark each item as it is gathered and load the decor in one batch.
Prepare the arrival route before guests come in. Put up route signs, set up the reception desk, chill drinks, place reusable glasses and brief volunteers on registrations, late arrivals and audience questions.

Frequently asked questions

How far in advance should I organize a fairy tale performance?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Send invitations once the programme and registration process are ready, then use the final registration numbers to confirm catering and equipment.
When should I confirm the cast and crew for a fairy tale performance?: Confirm the cast and crew no later than 2 to 3 weeks before the performance. Check the texts and cues again during the final week, and schedule a technical run before the audience arrives.
How many chairs and glasses do I need for the audience?: Use the final visitor list as your baseline and prepare one audience chair and one reusable drinking glass per registered guest. Add a small reserve only after checking the available space and washing capacity.
What should I test on the day of a fairy tale performance?: Test sound, lighting and scene changes at least 2 hours before doors open. Check the speakers, mixer, microphones, spotlights, power connections, music cues, costumes, props and route signs in that order.

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.