One-Act Play Festival Checklist

A one-act play festival depends on tight timing: several theatre groups, short changeovers and a clear running order. This checklist takes you from confirming the date and booking groups to processing registrations, printing programmes and preparing the venue. It also covers details that are easy to leave too late, such as dietary requirements, technical riders, name badges, volunteer briefings and chilled drinks. Use the tasks in sequence so the front desk, stage crew and catering team are ready before the first performance.

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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 festival date
Book theater groups
2 people
Determine the performance order
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Book catering
Compile the program booklet
2 people
Print program booklets
Prepare name badges
Brief volunteers
2 people
Print the run sheet
Gather technical requirements
2 people
Confirm stage layout
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Receive deliveries
2 people
Check the hall floor
2 people
Set up the stage
4 people
Set up theater chairs
4 people
Set up tables
3 people
Set up the reception desk
2 people
Set up the cloakroom
2 people
Set up set pieces
4 people
Hang up decorations
2 people
Set up lighting
3 people
Set up the sound system
3 people
Test microphones
2 people
Test lighting settings
2 people
Go through set changes
4 people
Conduct technical rehearsal
5 people
Set up the catering buffet
3 people
Lay out the programs
2 people
Set up ticket control
2 people
Receive participants
2 people
Handle guest reception
4 people
Give the opening speech
Support the first one-act play
4 people
Serve break drinks
4 people
Refill drinks
2 people
Support the second one-act play
4 people
Assist with the third one-act play
4 people
Restock break buffet
3 people
Serve the evening break
4 people
Assist with the fourth one-act play
4 people
Assist with the fifth one-act play
4 people
Collect audience questions
Facilitate the debrief
2 people
Award jury prizes
2 people
See the crowd off
3 people
Clear out the cloakroom
2 people
Switch off equipment
2 people

Aftercare

Dismantle set pieces
4 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Check toilets
Collect lost and found items
Return equipment
2 people
Return materials
2 people
Store leftover stock
2 people
Return venue keys
Send thank-you messages

What to bring

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

Furniture

Theater seatsqty 120
Tablesqty 8
Folding chairsqty 12
Coat racksqty 3
Clothes hangersqty 120

Equipment

Stage sectionsqty 8
Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 2
LED work lightsqty 4

Decorations

Backdropsqty 3
Decorative panelsqty 8
Plant decorationsqty 6
Stage drapesqty 4
Festival bannerqty 2
Directional signsqty 12
Adhesive hooksqty 30

Tableware

Drinking glassesqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 4
Thermos flasksqty 6
Serving traysqty 8
Pouring jugsqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Tableclothsqty 8
Coffee filtersqty 100
Tea strainersqty 6
Serving tongsqty 8
Serving spoonsqty 8
Measuring cupsqty 3

Catering

Groceries

Registration

Program bookletsqty 140
Entry wristbandsqty 150
Name badgesqty 40
Badge holdersqty 40
Pensqty 20
Clipboardsqty 6
Cash tray
Cash box
Admission ticketsqty 150
Registration formsqty 40
Stage numbersqty 8
Jury formsqty 30
Prize certificatesqty 6

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Rubber glovesqty 12
Toilet brushesqty 4
Paper towelsqty 12

Safety

Cable matsqty 12
Non-slip matsqty 6
Flashlightsqty 4
Batteriesqty 24

Theater

Prop boxesqty 8
Clothes racksqty 4
Garment coversqty 30
Mirrorsqty 2
Hand mirrorsqty 4
Makeup casesqty 2
First aid kitsqty 2

Tips

Set the performance order as soon as the groups are confirmed, then build the programme booklet and run sheet from that version. Late changes affect invitations, printing, stage changeovers and volunteer instructions.
Set a registration deadline several days before the festival. That gives you time to process registrations, collect dietary requirements and give the caterer a final headcount rather than guessing on the day.
Ask every theatre group for its technical requirements before confirming the stage layout. Check microphones, DI boxes, speakers, mixer connections, lighting and extension cords against the venue setup before equipment is unloaded.
Print the run sheet and prepare name badges before opening the venue. Keep copies at the reception desk and backstage so volunteers can direct performers without repeatedly interrupting the stage manager.
Allow a dedicated setup window before doors open for checking the hall floor, assembling stage sections, arranging theatre chairs and tables, setting up the reception desk, chilling drinks and receiving deliveries. Do not combine these jobs with guest arrival.

Frequently asked questions

How far in advance should I organise a one-act play festival?: Confirm the festival date and start booking theatre groups at least 8–12 weeks ahead. Open registration and arrange catering once the programme and expected audience size are sufficiently clear.
When should I decide the running order for a one-act play festival?: Set the performance order as soon as the participating groups are confirmed, ideally no later than 2–3 weeks before the event. Use it for the programme booklet, run sheet and stage-changeover plan.
How many drinks should I prepare for a one-act play festival?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person for each additional hour. Add coffee, cups, glasses and serving equipment to the catering order rather than relying on last-minute shopping.
When should I print programmes and name badges?: Print programme booklets and prepare name badges after registrations and the running order are final, usually 3–5 days before the festival. Keep a small number of blank badges for late changes and volunteers.

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