Musical Performance Checklist

A musical performance depends on more than a cast and a stage. You need a workable rehearsal plan, music rights, costumes, props, technical equipment, seating and refreshments lined up in the right order. Start with the performance date and venue, then build towards registrations, rehearsals and the final production day. This checklist helps you spot the details that are often left until the last week, such as programme booklets, dietary requirements, cable checks and loading the set.

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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 the performance and date
2 people
Reserve venue
Check music rights
Select script and music
3 people
Assign roles
3 people
Create rehearsal schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm reservations
Compile program
2 people
Order program booklets
Hang posters
2 people
Collect costumes
3 people
Gather props
3 people
Develop the decor design
3 people
Create technical plan
2 people
Book catering
Make seating plan
Assign volunteers
2 people
Hold final rehearsal
15 people
Check texts and music
2 people
Do the shopping
2 people
Check materials
2 people
Load the decor and props
4 people
Open venue
2 people
Set up the stage
4 people
Set up decor
4 people
Connect lighting and sound
3 people
Test microphones
2 people
Test music playback
2 people
Set up chairs
4 people
Set up reception tables
2 people
Set up changing rooms
2 people
Lay out costumes
3 people
Set up props
3 people
Prepare catering
3 people
Lay out program booklets
2 people
Set up the entrance and coat check
2 people

Event

Have actors change costumes
3 people
Welcome the audience
4 people
Hand out programs
2 people
Staff the cloakroom
2 people
Assist the performance
3 people
Refill drinks
2 people
Serve break drinks
4 people
Guide the audience back to the hall
2 people
Assist with the second performance
3 people
Serve the artists' meal
3 people
See the crowd off
3 people
Lock the cloakroom
2 people

Aftercare

Collect costumes
3 people
Pack props
3 people
Take down the décor
4 people
Disconnect lights and sound
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean changing rooms
2 people
Return materials
3 people
Return borrowed costumes
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Chairsqty 120
Tablesqty 8
Changing room chairsqty 12
Clothes racksqty 4

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 12
Extension cordsqty 4
Clothes steamersqty 2
Mirrorsqty 4
Clothes railsqty 4

Lighting

Stage spotlightsqty 6
Light standsqty 3
Power stripsqty 6

Decorations

Backdropqty 2
Decorative panelsqty 6
Artificial plantsqty 8
Decorative clothsqty 6
Decorative lightingqty 4
Tapeqty 6
Cable tiesqty 100
Scissorsqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Washing-up basinsqty 6

Catering

Cookie traysqty 8
Drink dispensersqty 4
Dressing room refrigeratorsqty 2
Groceries

Cleaning

Vacuum cleanerqty 2
Mop headsqty 2
Bucketsqty 3
Waste binsqty 8

Tips

Secure music rights as soon as the title and score are chosen, ideally before invitations go out. Rights issues discovered during rehearsals can force changes to the script or music.
Set the rehearsal schedule around the performance date and reserve time for one full final rehearsal. Use that session to check texts, music, costume changes, props, microphones, lighting and scene transitions together.
Confirm catering numbers only after registrations and dietary requirements have been collected. Prepare coffee cups, water glasses, cake plates and serving equipment for the final headcount, not the number originally invited.
Test the complete sound and lighting setup in the venue before performance day. Wireless microphones, stands, speakers, mixer, cables, extension cords, spotlights and power strips should be checked in the positions where they will actually be used.
Load costumes, backdrop, decorative panels, props and stage sections in a labelled order, and allow extra time for unloading and setup. Tape and cable ties are easy to overlook but are needed to keep cables and decorations secure.

Frequently asked questions

How far in advance should I organise a musical performance?: Start at least 8 to 12 weeks before the performance. Reserve the venue, confirm the date, check music rights and choose the script and music first, then schedule rehearsals and open registrations.
How many rehearsals does a musical performance need?: Plan at least 6 to 8 rehearsals, followed by one full final rehearsal in the venue. The last session should run through the complete programme with costumes, props, sound, lighting and scene changes.
When should I send invitations for a musical performance?: Send invitations around 4 to 6 weeks before the performance and set a registration deadline 10 to 14 days beforehand. This leaves time to confirm reservations, collect dietary requirements and finish the seating plan.
When should I order musical performance programmes?: Order programme booklets after the programme and cast details have been checked, usually 2 to 3 weeks before the performance. Keep a small buffer for delivery and proofing before the final rehearsal.

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