Musical performance checklist: what to arrange and when

A musical performance involves more than rehearsals and costumes. You need to lock in the venue and schedule, coordinate cast and crew, prepare ticket sales, and test every technical cue before the audience arrives. This checklist puts the work in a workable order, from permits and promotion to seating, programs, props, catering, and the final run-through. Use it to spot details that are easy to leave until the last week, such as dietary requirements, understudy information, labeled costumes, and backup copies of music files.

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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

Set the date and venue
2 people
Set the show schedule
3 people
Confirm cast and crew
2 people
Reserve rehearsal space
Reserve technical equipment
2 people
Reserve catering and coat check
2 people
Check permits and insurance
2 people
Send invitations
2 people
Open ticket sales
2 people
Distribute promotional materials
3 people
Process registrations
2 people
Collect dietary requirements
Collect cast information
2 people
Record cast and understudies
2 people
Gather music files
2 people
Finalize the script and cue list
3 people
Check decor and props
3 people
Try on costumes
4 people
Repair and label costumes
2 people
Run through the choreography
8 people
Hold a technical run-through
8 people
Set up audience seating
2 people
Prepare Seat Numbering
2 people
Print program booklets
2 people
Make crew name badges
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Load the decor and props
4 people
Load equipment and cables
3 people

Event

Open venue
2 people
Register the artists
2 people
Ventilate the audience area
2 people
Build stage sections
5 people
Set up decor
5 people
Set up chairs
4 people
Set up the cloakroom
2 people
Set up the lighting rig
3 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up changing rooms
3 people
Lay out costumes
3 people
Set up props
3 people
Build the catering buffet
3 people
Test the equipment
4 people
Program lighting settings
2 people
Test microphones
4 people
Run general rehearsal
10 people
Brief crowd guides
3 people
Set up the cash register and entrance
2 people
Welcome the audience
4 people
Hand out program booklets
2 people
Staff the cloakroom
2 people
Perform the show
15 people
Serve break drinks
4 people
Refill drinks
2 people
Guide the audience back to the hall
3 people
Lead the applause moment
2 people
Guide artists to the foyer
2 people
Serve a late-night snack
4 people
Moderate audience questions
2 people
Manage coat check
2 people
Conduct the final audience round
2 people

Aftercare

Clear the audience area
4 people
Take down the décor
5 people
Switch off the equipment
3 people
Pack equipment
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the foyer
3 people
Clean the room
4 people
Clean changing rooms
2 people
Return decor and props
4 people
Return technical equipment
3 people
Wash and store costumes
3 people
Clear away cloakroom materials
2 people
Store remaining catering
2 people
Check invoices and deposit
2 people

What to bring

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

Furniture

Stage sectionsqty 8
Audience chairsqty 120
Foldable tablesqty 8
Bar stoolsqty 4
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 150
Pastry forksqty 150
Coffee spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4
Ice cube traysqty 4
Food containersqty 12
Rolls of labelsqty 4
Ice packsqty 20

Equipment

Speakersqty 2
Mixing console
Wireless microphonesqty 6
Microphone standsqty 6
Laptopsqty 2
Headphonesqty 4
USB sticksqty 4
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 8
Toolboxesqty 2
Step laddersqty 2
Hand trucksqty 2
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 6

Decorations

Backdropsqty 3
Decorative panelsqty 8
Stage curtainsqty 2
Decorative plantsqty 8
Foyer sign
Program board holdersqty 6
Table runnersqty 8
Theater postersqty 12
Prop cratesqty 6
Hand propsqty 20
Arrows to the hallqty 12
Cloakroom numbersqty 150
Name badgesqty 40
Program bookletsqty 150
Seat number cardsqty 120
Table signsqty 12

Catering

Groceries

Cleaning

Microfiber clothsqty 20
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleanerqty 2
Hand soap dispensersqty 6
Toilet brushesqty 4

Tips

Set the venue, show schedule, cast, and crew before opening ticket sales. Keep at least one confirmed rehearsal space and record understudies at the same time, so the public schedule matches what you can deliver.
Plan the technical run-through as a separate session, not as part of the first performance. Test speakers, the mixing console, wireless microphones, laptops, USB sticks, extension cords, and every cue with the people who will operate them.
Finish costumes, props, music files, the script, and the cue list before the final choreography run. Try on costumes early enough to repair and label them, rather than discovering missing fastenings or unclear changes backstage.
Collect registrations and dietary requirements before ordering catering. Allow a clear deadline for replies, and prepare the audience area with numbered seats, chairs, coat racks, and a coat-check arrangement before doors open.
Print programs, crew name badges, and seat numbering at least a few days before the performance. Keep one digital copy of the program and cue files on a separate USB stick in case the main laptop or printed materials fail.

Frequently asked questions

How far in advance should I organise a musical performance?: Set the date and venue at least 8 to 12 weeks before the performance when possible. Use the remaining weeks to confirm the cast, reserve rehearsal and technical equipment, arrange permits and insurance, open ticket sales, and schedule the technical run-through.
When should ticket sales open for a musical performance?: Open ticket sales after the venue, show schedule, and cast and crew are confirmed. A practical window is 4 to 6 weeks before the performance, leaving time to process registrations and collect dietary requirements.
How many rehearsals does a musical performance need?: Plan enough sessions to separate choreography, music, costumes, and technical work rather than combining everything at the end. Schedule the technical run-through at least 3 to 7 days before the show, followed by a final full rehearsal if the venue allows it.
What should I check on the day of a musical performance?: Allow at least 2 to 3 hours before doors open for stage sections, seating, microphones, speakers, props, costumes, programs, and the bar or catering area. Complete a sound check and cue check before the audience is seated, and keep backup music files and essential contact details accessible.

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