Musical performance checklist: what to arrange and when

A musical performance needs more than rehearsals and a stage. You also have to coordinate the venue, audience information, ticket registrations, costumes, props, music files, sound equipment and the final setup. This checklist gives you a clear order for the work, from confirming the date through opening the venue on performance day. Use the deadlines to avoid common last-minute problems such as missing dietary information, untested microphones or costumes that have not reached the venue.

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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 date and performance
2 people
Reserve venue
Reserve rehearsal space
Create performance schedule
2 people
Send invitations
2 people
Open ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Print the program
2 people
Send audience information
Hold final rehearsal
12 people
Check costumes
3 people
Check props
3 people
Check decorations
3 people
Gather music files
2 people
Print the run sheet
2 people
Print the audience list
Do the shopping
2 people
Bring costumes to the venue
2 people
Bring props to the venue
2 people
Bring equipment to the venue
3 people

Event

Open venue
2 people
Clear the stage floor
3 people
Set up the stage and performance area
4 people
Set up decor
4 people
Set up audience seating
4 people
Set up the entrance desk
2 people
Set up the cloakroom
2 people
Set up the catering area
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set out snacks
3 people
Connect the lighting
3 people
Connect sound
3 people
Test microphones
2 people
Test music and cues
2 people
Lay out costumes
3 people
Set out makeup and face paint
2 people
Receive the cast
2 people
Conduct the technical rehearsal
10 people
Have cast change clothes
3 people
Open audience entrance
4 people
Check tickets
3 people
Escort audience to the hall
3 people
Open the show
Play the first act
15 people
Serve break drinks
5 people
Refill drinks
2 people
Serve break snacks
4 people
Call the audience back
2 people
Playing the second act
15 people
Lead the applause moment
2 people
Take cast photo
2 people
See the crowd off
3 people
Issue the cloakroom
2 people
Clean up catering
3 people
Serve the cast meal
4 people
Prepare the evening performance
8 people
Welcome evening guests
4 people
Perform the evening show
15 people
Arrange evening break
5 people
Seeing off the evening audience
3 people

Aftercare

Switch off the equipment
3 people
Dismantle the decor
4 people
Gather props
3 people
Collect costumes
3 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean changing rooms
2 people
Return materials
3 people
Return rented equipment
2 people
Wash costumes
2 people
Store leftover stock
2 people
Collect lost and found items

What to bring

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

Furniture

Audience chairsqty 170
Foldable tablesqty 8
Bar stoolsqty 6
Clothes racksqty 3
Coat hangersqty 180
Stools for the castqty 12

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Laptop for music
DI box
Monitor speaker
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED stage lightsqty 6
Light standsqty 2
Work lightqty 3
Spare flashlightsqty 6

Decorations

Backdrop clothqty 2
Decorative panelsqty 8
Decorative clothsqty 6
Artificial plantsqty 8
Welcome sign
Directional signsqty 8
Program board
Artificial flowersqty 20
Mood lightsqty 4
Cable tiesqty 100
Double-sided tapeqty 4

Tableware

Water glassesqty 180
Coffee cupsqty 80
Cake platesqty 180
Coffee spoonsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Storage binsqty 12
Serving tongsqty 6

Catering

Groceries

Costumes

Clothing racks for costumesqty 4
Clothing coversqty 30
Safety pinsqty 2
Lint rollersqty 4
Sewing kitsqty 2
Spare tightsqty 8

Props

Hand propsqty 25
Storage cratesqty 12
Name labelsqty 50

Cleaning

Vacuum cleaner
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning glovesqty 6
Bucketsqty 3
Microfiber clothsqty 12

Safety

Flashlightsqty 3
Batteriesqty 2
Anti-slip tapeqty 2

Paper goods

Program bookletsqty 180
Admission wristbandsqty 200
Pensqty 12
Clipboardsqty 4
Printer paper

Tips

Confirm the date, venue and rehearsal space before sending invitations. Keep the rehearsal schedule and performance schedule in one shared document so cast, crew and venue contacts are working from the same times.
Open ticket sales early enough to process registrations before printing the audience list and program. Set a clear closing point for registrations, ideally several days before the performance, so seating and audience information can be checked.
Hold the final rehearsal with the actual music files, microphones, props, costumes and stage layout. Test every wireless microphone and speaker connection before the audience arrives, not during the venue opening window.
Bring costumes, props and technical equipment to the venue in separate, labelled groups. Add a quick inventory check when loading and again after setup; small items such as DI boxes, extension cords, power strips and gaffer tape are easy to leave behind.
Allow time to clear the stage floor, set the performance area, arrange audience chairs and install directional signs before doors open. Keep a work light and spare flashlights available so cast and crew can move safely if the main lighting is not ready.

Frequently asked questions

How far in advance should I plan a musical performance?: Start confirming the date, venue and rehearsal space at least 8 to 12 weeks before the performance. Send invitations and open ticket sales once the schedule and basic audience information are reliable.
When should I hold the final rehearsal for a musical performance?: Hold the final rehearsal 1 to 3 days before the performance, using the actual costumes, props, music files and technical setup where possible. Leave the final day for checking equipment, packing and venue preparation rather than learning major changes.
How many chairs do I need for the audience?: Prepare one audience chair for each confirmed registration, then add around 5% spare capacity if the venue allows it. Finalise the arrangement after registrations close and before printing the audience list.
What should I check on the day of a musical performance?: Check the stage floor, decorations, costumes, props, speakers, mixer, microphones, lighting, music laptop and power connections before doors open. Aim to finish the technical and seating setup at least 60 minutes before the audience arrives.

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.