Musical performance checklist: from first booking to curtain call

A musical performance depends on more than a cast and a stage. You need to lock in the venue, rehearsal space and technical setup early, then coordinate tickets, programmes, costumes, props and audience support. This checklist follows the work from the first decisions through the final rehearsal and show-day checks. It also helps you catch details that are often left too late, such as microphone assignments, dietary requirements, spare batteries and clear evacuation information.

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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 location
2 people
Determine the performance and audience capacity
2 people
Reserve rehearsal space
Reserve technical supplies
2 people
Confirm cast and crew
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order program booklets
Create the ticket list and guest list
2 people
Determine catering quantities
2 people
Develop the decor design
3 people
Check costumes
3 people
Inventory props
2 people
Gather music files
2 people
Prepare the technical run sheet
2 people
Prepare the lighting plan
2 people
Create microphone assignments
Schedule audience support
Check safety and evacuation information
2 people
Collect program booklets
Check decor and props
3 people
Hold final rehearsal
10 people
Order catering
Send audience information
Wash and iron costumes
3 people
Do the shopping
3 people
Chill drinks
2 people
Set up decor and materials
3 people
Prepare the cash register and payment methods
2 people
Check the stage floor and playing area
3 people
Set up audience seating
4 people
Set up tables for reception
2 people
Set up decor
5 people
Set up props
3 people
Connect sound equipment
3 people
Install lighting equipment
3 people
Test microphones
3 people
Test music and cues
3 people
Set up changing rooms
3 people
Set up the catering buffet
3 people
Lay out program booklets
2 people
Set up the reception desk
2 people
Brief cast and crew
3 people
Set out costumes and makeup
3 people
Check the hall and emergency exits
2 people

Event

Welcome the audience
5 people
Distribute program
2 people
Serve drinks and snacks
4 people
Assist the performance
4 people
Refill drinks
2 people
Restock break buffet
3 people
Escort audience to the hall
3 people
Guide the second part
4 people
Guide the applause and thank-you speech for the performers
2 people
See the audience out
4 people
Serve the cast meal
3 people
Clear the audience foyer
3 people

Aftercare

Shut down equipment safely
3 people
Collect costumes
3 people
Take down props and decor
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean changing rooms
2 people
Put furniture back
4 people
Pack up equipment
3 people
Return borrowed materials
2 people
Wash and store costumes
3 people
Check Remaining Stock
2 people
Collect lost and found items

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 8
Dressing room racksqty 4
Changing room chairsqty 12
Reception desksqty 2
Coat racksqty 3
Bollardsqty 8

Equipment

Wireless microphonesqty 8
Microphone standsqty 4
Speakersqty 4
Mixer
Music player
Laptop
Spare batteriesqty 24
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Lighting

Stage spotlightsqty 8
Light standsqty 4
Cable reelsqty 4

Decorations

Backdropsqty 3
Stage curtainsqty 2
Decorative panelsqty 6
Artificial plantsqty 8
String lightsqty 6
Decorative clothsqty 10
Tapeqty 6
Double-sided tapeqty 4
Cable tiesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Carafesqty 12
Serving plattersqty 16
Washing-up bowlsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the venue capacity before opening registrations. It affects the ticket list, seating plan, audience support and the amount of catering you need to order.
Reserve technical equipment and test the complete setup before the final rehearsal. Check wireless microphones, the mixer, speakers, music player, power strips, extension cords and cable mats rather than testing each item in isolation.
Create one run sheet that includes scene changes, music cues, lighting changes, microphone assignments and who handles each transition. Share the final version with cast, crew and audience support before the performance.
Order programmes only after the running order, cast details and acknowledgements are final. Collect them before show day and keep a small surplus for late registrations or damaged copies.
Send practical audience information several days before the performance, including arrival time, entry arrangements, accessibility details and what to do in an emergency. Check BHV and evacuation information at the venue before doors open.

Frequently asked questions

How far in advance should I book a rehearsal space for a musical performance?: Book the rehearsal space as soon as the performance date and venue are fixed, preferably at least 6 to 8 weeks before the show. Schedule the final rehearsal close enough to the performance for details to remain fresh, while leaving time to correct technical or costume problems.
When should I confirm the cast and crew for a musical performance?: Confirm the cast and crew before sending invitations or opening registrations, ideally 6 to 8 weeks ahead. This gives you enough time to assign microphones, plan rehearsals and replace anyone who drops out.
How many wireless microphones and spare batteries do I need?: Assign one microphone per simultaneous speaking or singing role where possible, and confirm the exact allocation in the technical run sheet. Prepare at least one tested spare microphone and a fresh set of spare batteries before the final rehearsal.
When should I order catering for a musical performance?: Determine quantities after registrations and dietary requirements have been collected, then place the catering order several days before the performance. Recheck the final headcount and special diets 24 to 48 hours before serving.

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.