How to organize a street theater event

Street theater needs more than performers and an open space. Start by securing the permit and venue, then confirm the artists’ technical needs before you publish the program or invite the audience. Build the event around a clear audience route, traffic measures and safe cable placement. On the day, allow time to inspect the site, mark viewing areas, test equipment and brief the crew. The plan below helps you keep public access, performer needs and practical setup in the right order.

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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
Apply for a permit
2
Reserve venue
3
Confirm performers
4
Request technical requirements
5
Check insurance
6
Create audience invitation
7
Distribute the audience invitation
2 people
8
Create the program
2 people
9
Send artist information
10
Set the audience route
2 people
11
Coordinate traffic measures
12
Check power outlets
2 people
13
Check the weather forecast
14
Collect materials
3 people
15
Do the shopping
2 people
16
Test equipment
2 people
17
Print the program
18
Set up catering for the crew
2 people
19
Inspect venue
3 people
20
Mark off audience sections
4 people
21
Set up tables and chairs
3 people
22
Set up the info point
2 people
23
Put up route signs
2 people
24
Connect lighting and power
3 people
25
Cover cables safely
2 people
26
Welcome performers
2 people
27
Set up artist room
2 people
28
Unload props
4 people
29
Carry out a sound check
2 people
30
Conduct a safety check
3 people

Event

31
Welcome the audience
4 people
32
Distribute program
2 people
33
Facilitate the first performance
3 people
34
Manage crowd flow
4 people
35
Hand out drinks
2 people
36
Refill drinks
2 people
37
Assist with the second performance
3 people
38
Provide a break area for artists
39
Answer audience questions
2 people
40
Guide the third performance
3 people
41
Turn on evening lighting
2 people
42
Support the final performance
3 people
43
Ensure the audience leaves safely
4 people
44
Check out artists
2 people

Aftercare

45
Load props
4 people
46
Switch off lights and power
2 people
47
Collect waste
4 people
48
Clean the venue
4 people
49
Clear tables and chairs
3 people
50
Remove barriers
3 people
51
Inventory materials
2 people
52
Return materials
2 people
53
Clean dishes and equipment
2 people
54
Store leftovers
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 24
Beer tablesqty 4
Clothes racksqty 2
Storage cabinetsqty 2
Parasolsqty 4

Equipment

Battery megaphonesqty 2
Wireless walkie-talkiesqty 8
LED floodlightsqty 6
Work lightsqty 4
Extension cordsqty 4
Power stripsqty 6
Cable matsqty 8
Rechargeable batteriesqty 24

Safety

Crowd barriersqty 20
Traffic conesqty 12
Bollardsqty 12
Barrier tapeqty 4
First aid kitsqty 2
Fire extinguishersqty 2

Decorations

Program postersqty 12
Route signsqty 8
Info boardsqty 3
Chalkboardsqty 4
Directional signsqty 12
Buntingqty 8

Office

Clipboardsqty 6
Ballpoint pensqty 30
Markersqty 12
Tape dispensersqty 4

Catering

Thermos flasksqty 4
Coolersqty 4
Reusable cupsqty 120
Coffee cupsqty 80
Coffee spoonsqty 20
Water jugsqty 6
Serving traysqty 4
Groceries

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Cleaning cartsqty 2
Microfiber clothsqty 20

Tips

Apply for the permit and reserve the venue before confirming the public program. Check whether the planned route, audience areas and traffic measures need separate approval.
Ask each performer for technical requirements early, including power, lighting, access and setup time. Check the venue’s outlets against the equipment list instead of assuming extension cords will solve every problem.
Set the audience route before placing chairs, barriers or signs. Mark viewing sections and use route signs, cones or barrier tape so people do not block entrances, performer access or cable runs.
Inspect the site on the setup day and test lighting, work lights, megaphones and walkie-talkies before the audience arrives. Cover every cable crossing with cable mats and keep a first aid kit and fire extinguisher accessible.
Check the weather forecast close to the event and prepare the outdoor layout accordingly. Arrange crew catering, print the program and set up the info point before the first performance, when there is still time to fix missing materials.

Frequently asked questions

How far in advance should I apply for a street theater permit?: Start the permit application at least 8 to 12 weeks before the event. This leaves time to adjust the route, traffic measures or audience capacity if the authorities request changes.
When should I confirm street theater performers?: Confirm performers after the venue and permit requirements are clear, ideally 6 to 8 weeks ahead. Request their technical information immediately so power, lighting and access can be planned before invitations are distributed.
How early should I set up a street theater site?: Allow at least 3 to 4 hours for setup, depending on the number of performance areas. Inspect the venue first, then place barriers and signs, connect power, cover cables and test all equipment before opening the route to the audience.
What should I do if the weather forecast changes before the event?: Check the forecast again 24 hours before the performance and once more on the event morning. Use that check to confirm the outdoor layout, protect equipment and decide whether audience signs, parasols or other arrangements need to change.

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.