Open-Air Performance Checklist

An open-air performance needs more than a stage and a programme. This checklist takes you from confirming the venue and performers to testing the sound system and preparing the audience area. It also covers details that are easy to leave too late, such as permits, neighbours, dietary requirements, cable safety and a wet-weather plan. Work through the tasks in order, then use the equipment list to check that chairs, lighting, serving items and technical gear are ready before guests arrive.

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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 location and date
Check permits and notifications
Book the performance and artists
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve chairs and tables
Reserve audio equipment
Prepare a weather forecast and backup plan
2 people
Inform Neighbors About the Program
Assign volunteers
Create the schedule and contact list
Inspect the venue for safety
2 people
Set up audience seating
2 people
Print the schedule and signage
Do the shopping
2 people
Collect materials
2 people
Prepare snacks
3 people
Chill drinks
2 people
Test equipment and cables
2 people

Event

Cordon off the area
3 people
Set up tables and chairs
4 people
Clear the play area
3 people
Setting up stage sections and backdrop
4 people
Connect the sound system
2 people
Install lighting
2 people
Tape down cables securely
2 people
Set up catering tables
3 people
Set up program and info boards
2 people
Welcome performers
2 people
Run the sound check
2 people
Welcome the audience
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Assist the performance
2 people
Refill drinks
2 people
Manage break and audience flow
3 people
Guide the evening performance
3 people
Ensure the audience leaves safely
3 people

Aftercare

Collect leftovers and waste
4 people
Turn off the sound equipment
2 people
Clear away chairs and tables
4 people
Remove decorations and signage
3 people
Wash dishes
3 people
Clean the grounds
4 people
Check and dry materials
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Folding chairsqty 120
Foldable tablesqty 8
Party tentsqty 3
Stage sectionsqty 8
Backdrop

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 150
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Cable tiesqty 100
Gaffer tapeqty 6

Lighting

LED work lightsqty 6
String lightsqty 8
Battery lanternsqty 6

Decorations

Buntingqty 8
Tableclothsqty 8
Balloonsqty 100
Stage decoration
Program postersqty 12
Info boardsqty 4

Kitchen

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

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 6
Barrier tapeqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand sanitizer pumpsqty 6
Toilet paper holdersqty 2

Catering

Groceries

Tips

Check permits and notifications at least 6–8 weeks before the performance. Outdoor events may require separate arrangements for noise, temporary structures, public access or traffic, so do not leave this until invitations have gone out.
Set a weather decision deadline, such as noon on the day before the performance. Confirm where the audience, performers and equipment will move if rain or strong wind makes the original setup unsafe.
Allow at least 90 minutes for technical setup and testing. Test the sound set, wireless microphones, music player, extension cables and cable mats with the performers or a stand-in before the audience enters.
Plan the audience layout before putting out the chairs and tables. Leave clear routes between rows, keep the playing area free, and use signs or information boards so late arrivals do not cross the performance space.
Prepare drinks and serving equipment early enough to cool everything before guests arrive. Count glasses, cups, plates and cutlery against the expected attendance, and keep dietary information with the prepared snacks rather than relying on memory.

Frequently asked questions

How early should I start planning an open-air performance?: Start at least 8–12 weeks before the performance. Confirm the venue, date, permits, performers and sound equipment first; invitations and catering can follow once the capacity and programme are clear.
When should I check the weather for an open-air performance?: Check the forecast daily during the final week and make the go/no-go decision by noon the day before. Keep the out-of-doors setup flexible until the final inspection, especially for wind affecting tents, podium parts and decorations.
How much time do I need to set up an open-air performance?: Allow 3–4 hours for a small performance with seating, a podium, sound, lighting and refreshments. Reserve the final 60–90 minutes for sound checks, cable safety, audience signage and a full walk-through.
How many seats and drinks do I need for an open-air performance?: Provide one chair per confirmed guest, plus 5–10% extra if space allows. For drinks, plan on 2–3 servings per person during the first hour, then adjust for the expected duration and weather.

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.