Open-Air Performance Checklist: What to Arrange and When

An open-air performance needs more than a stage and a programme. You must arrange the venue, permits, performance rights, artists, sound, lighting, toilets and a realistic weather backup before invitations go out. This checklist follows the work from the first decisions to the final setup, including details that are easy to leave too late. Use it to keep equipment, volunteers, guest numbers and refreshments aligned with the show you have chosen.

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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
Check permits
Arrange copyright
Check insurance
Finalize show selection
3 people
Set the budget
2 people
Book performers
2 people
Reserve stage
Reserve sound system
Reserve lighting
Reserve toilets
Arrange catering
2 people
Recruit volunteers
2 people
Send invitations
2 people
Publish the performance online
Process registrations
Collect dietary requirements
Have the program printed
Monitor the weather forecast
Confirm bad-weather scenario
2 people
Check stock
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort programs
2 people
Check equipment
2 people
Mark off the venue
3 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
3 people
Connect power supply
2 people
Set up chairs
4 people
Set up tables
3 people
Set up tent and awning
4 people
Set up catering point
3 people
Check toilets
Hang up decorations
3 people
Lay out the programs
2 people
Display snacks
2 people
Run the sound check
3 people
Perform lighting test
2 people

Event

Welcome performers
2 people
Staff the audience reception
3 people
Hand out programs
2 people
Serve drinks
3 people
Serve snacks
3 people
Announce the performance
Operate technical equipment during the performance
2 people
Assist performers
Guide the audience
2 people
Refill drinks
2 people
Announce break
Provide break catering
3 people
Check the break room
2 people
Announce the second part
Complete technical setup
2 people
See the audience out
3 people
Announce evening program
Guide the evening performance
2 people
Serve evening drinks
3 people
Operate lighting
Announce the final round
See the crowd off
3 people

Aftercare

Take down the sound system
3 people
Dismantle lighting
2 people
Leave the stage safe and tidy
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the catering area
2 people
Clean the restrooms
2 people
Sweep the venue
3 people
Clear away furniture
4 people
Remove decorations
2 people
Have stage picked up
2 people
Return sound system
2 people
Return lighting
2 people
Store leftover food
2 people
Dispose of waste
2 people
Return borrowed items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Foldable chairsqty 120
Tablesqty 10
Beer tablesqty 6
Party tentsqty 3
Canopiesqty 2
Dressing room racksqty 4
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Backdrop
Sound system
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Mixer
Speakersqty 4
Monitor speakersqty 2
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Lanternsqty 12

Decorations

Stage curtainsqty 2
Buntingqty 8
Balloon archesqty 2
Flower boxesqty 8
Welcome sign
Program standsqty 3

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Pouring jugsqty 8
Serving traysqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Food containersqty 12
Pliersqty 6
Ice packsqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm permits, performance rights and insurance before publishing the event. Allow at least several weeks for approvals or contract checks, especially if the venue has local restrictions.
Book the stage, sound system, lighting and toilets together rather than separately. Check the power plan as well: extension leads, power strips and cable covers must reach every production area without creating trip hazards.
Set a firm weather decision deadline, such as 24 hours before the performance. Confirm whether the show moves under marquees, is postponed or is cancelled, and tell performers, volunteers and guests using the same message.
Ask for dietary requirements when people register, then finalise catering quantities after the response deadline. Chill drinks close to serving time and plan reusable cups so you do not run short during the interval.
Build the running order around setup and access time, not just stage time. Leave room for unloading, soundcheck, seating, lighting checks, programme sorting and a clear route to the toilets before the audience arrives.

Frequently asked questions

How early should I start organising an open-air performance?: Start at least 8 to 12 weeks before the performance. Secure the date, location, permits, rights, artists, stage and technical equipment first; invitations can follow once those essentials are confirmed.
When should I make the weather decision for an open-air performance?: Set the final decision no later than 24 hours before the start, unless the forecast requires an earlier call. Confirm the bad-weather plan with the venue, performers, suppliers, volunteers and registered guests.
How many toilets do I need for an open-air performance?: The required number depends on attendance, duration and local rules, so check the venue or permit requirements before booking. Arrange them several weeks ahead and include accessible provision rather than waiting until the final week.
When should I book sound and lighting for an open-air performance?: Reserve the sound system and lighting as soon as the date and programme are fixed, ideally 6 to 8 weeks ahead. Give the supplier the stage dimensions, power access, microphone needs and planned soundcheck time.

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.