Improvisation show checklist: what to arrange and when

An improvisation show depends on quick decisions on stage, but the planning should be structured. Start by confirming the venue, date, audience capacity, performers, and technical team. Then build ticket sales and promotion around a clear event page, while catering, props, microphones, lighting, and seating are arranged before show day. This checklist helps you work through the 79 planning tasks in the right order and avoid details that are often left until the venue opens.

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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

Confirm date and venue
Determine show and capacity
2 people
Book artists and technicians
Confirm reservations
Write promotional copy
Create promotional image
Publish event page
Send invitations
2 people
Post on social media
Distribute posters
3 people
Open ticket sales
Process registrations
2 people
Collect dietary requirements
Determine catering quantities
2 people
Order catering
Coordinate technical requirements
2 people
Develop the run sheet
2 people
Send artist briefing
Send audience information
Check registrations and payment
2 people
Do the shopping
2 people
Gather decorations and materials
2 people
Select props
3 people
Pick up venue keys
Open venue
2 people
Check rooms
2 people
Clean the audience area
3 people
Set up chairs
4 people
Set up tables
2 people
Mark the playing area
2 people
Place set pieces behind the performance area
3 people
Set up lighting
2 people
Connect sound equipment
2 people
Test microphones
2 people
Test lighting settings
2 people
Set up props
2 people
Set up the changing area
2 people
Set up the catering table
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Lay out crockery and cutlery
2 people
Set up the cloakroom
2 people
Set up entrance and wayfinding signs
2 people
Set up the registration table
2 people

Event

Welcome performers
2 people
Give the artist briefing
2 people
Conduct the technical rehearsal
3 people
Prepare snacks
3 people
Make coffee and tea
2 people
Staff the entrance
2 people
Welcome visitors
3 people
Take coats
2 people
Serve drinks and snacks
3 people
Refill drinks
2 people
Guide the audience to the hall
2 people
Announce the start of the performance
Operate lighting and sound
2 people
Collect game tasks
Provide break service
3 people
Moderate audience questions
Guide the farewell and after-party
3 people
Return coats
2 people

Aftercare

Collect lost and found items
2 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Put chairs and tables back
4 people
Pack props and decor
3 people
Take down lights and sound
3 people
Clean changing room
2 people
Clean the audience area
3 people
Check and charge equipment
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftovers
2 people
Return venue keys
Send thank-you message
Share photos with permission
Process expenses

What to bring

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

Furniture

Chairsqty 110
Tablesqty 8
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 120
Tableclothsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Audio mixer
Laptop
DI box
Extension cordsqty 6
Power stripsqty 5
Gaffer tapeqty 4
Cable traysqty 6

Lighting

LED spotlightsqty 6
String lightsqty 4
Spare batteriesqty 24

Decorations

Backdrop
Stage coversqty 2
Welcome sign
Directional signsqty 6
Adhesive hooksqty 20
Name stickersqty 120
Markersqty 12
Flip chart sheetsqty 30
Flip chart stand

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4
Serving traysqty 6
Small bowlsqty 12
Bread knivesqty 3

Tableware

Drinking glassesqty 130
Coffee cupsqty 60
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 80
Serving spoonsqty 8

Sports equipment

Improvisation props
Soft play ballsqty 6
Hoopsqty 3
Colorful scarvesqty 12
Costume accessories

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue’s audience capacity before publishing the event page or opening ticket sales. The number of chairs, tables, coat hooks, catering portions, and registration places should all match that capacity.
Send the artist briefing and audience information several days before the show. Include arrival time, technical requirements, parking or access details, dietary arrangements, and when doors open so fewer questions arrive on the day.
Test every microphone, speaker, mixer, DI box, laptop connection, spotlight, extension cord, and power strip before guests arrive. Keep spare batteries and gaffer tape available; replacing a cable or battery during an improvisation show is difficult.
Prepare the run sheet with separate timings for venue access, technical setup, soundcheck, catering, doors open, show start, interval, and clear-up. A show can start on time only if setup and soundcheck have their own time blocks.
Do the final registration and payment check before opening the venue, then place the welcome and directional signs where guests will see them immediately. Set out name stickers and markers if the format includes audience participation or introductions.

Frequently asked questions

How far in advance should I organise an improvisation show?: Start planning at least 8 to 12 weeks ahead. Confirm the date, venue, capacity, performers, technicians, promotion, and ticket sales first; leave the final week for catering numbers, briefings, shopping, and technical checks.
How many microphones do I need for an improvisation show?: Plan one working microphone for each performer who needs to speak at the same time, plus at least one spare if possible. Confirm the exact number with the artists and technician before ordering or hiring equipment.
When should tickets go on sale for an improvisation show?: Open ticket sales as soon as the date, venue, capacity, and basic show information are confirmed, usually 6 to 8 weeks before the event. Set a final registration deadline 2 to 3 days before the show if you need attendance or catering numbers.
How much catering should I order for an improvisation show?: Use confirmed registrations rather than the room’s maximum capacity, and add about 5 to 10 percent for late changes. Finalise dietary requirements and quantities 3 to 5 days before the event so the order reflects actual attendees.

Start this plan in Lizzt

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