Opera performance checklist

An opera performance depends on several schedules running together: venue access, rights and scores, rehearsals, cast and musicians, ticketing, and front-of-house support. Start with the performance date and running time, then work backward from the first rehearsal and ticket opening. Allow extra time for accessibility checks, dietary requirements, printed programmes, costumes, props, and technical cues. This checklist keeps production, audience arrangements, and catering connected so late changes do not reach the final week.

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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

Reserve the venue and hall
Confirm performance date
Record repertoire and running time
2 people
Arrange rights and scores
Confirm cast and musicians
Reserve rehearsal space
Make technical venue arrangements
2 people
Design invitations
Send invitations
2 people
Open ticket sales
Process registrations
Collect dietary requirements
Check accessibility
Book catering
Compile the program booklet
Print the program booklets
Plan the room layout
2 people
Process seat reservations
Schedule audience hosts
Brief volunteers
2 people
Send cast information
Check music and cues
2 people
Try on costumes
4 people
Check decor and props
3 people
Pick up the spare keys
Do the shopping
2 people
Lay out program booklets
2 people
Check stock and diet products
2 people

Event

Open venue
2 people
Check the hall and foyers
2 people
Set up chairs and tables
4 people
Set up the entrance and coat check
3 people
Build the catering buffet
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Hang up decorations
2 people
Set up lighting
2 people
Set up instruments and music stands
3 people
Conduct the technical rehearsal
4 people
Prepare the changing rooms
2 people
Receive the cast
2 people
Lay out costumes and props
3 people
Open the public desk
2 people
Welcome visitors
4 people
Check tickets
2 people
Hand out program booklets
2 people
Staff the cloakroom
2 people
Escort audience to the hall
3 people
Start the show
2 people
Guide the audience during the performance
3 people
Open the break buffet
3 people
Refill drinks
2 people
Keep the break room clean
2 people
Announce second act
Guide the audience back to the hall
3 people
Guide the audience out at the end of the performance
3 people
Thank the performers
2 people
Serve the socializing drinks
3 people
Refill drinks during the after-party
2 people
Manage coat check
2 people
Wave goodbye to visitors
2 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Collect waste
2 people
Clear the hall
4 people
Clean changing rooms
2 people
Pack up decor and props
3 people
Pack instruments and equipment
3 people
Put furniture back
4 people
Clean floors and toilets
3 people
Return borrowed materials
2 people
Lock up the venue
2 people
Collect expenses and invoices
Send visitor thank-you gifts

What to bring

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

Furniture

Stackable chairsqty 180
Cocktail tablesqty 12
Buffet tablesqty 6
Coat racksqty 4
Clothes hangersqty 220
Dressing room tablesqty 6
Changing room chairsqty 12

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 180
Pastry forksqty 180
Teaspoonsqty 120
Serving tongsqty 12
Serving plattersqty 20

Catering

Ice cube traysqty 4
Thermos flasksqty 8
Drink dispensersqty 4
Serving trays with lidsqty 12
Coolersqty 6
Groceries

Equipment

Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 6
Power stripsqty 6
Music standsqty 12
Orchestra chairsqty 12
Music standsqty 12
Clothes steamersqty 2
Flashlightsqty 6

Decorations

Stage drapesqty 4
Tableclothsqty 18
Flower arrangementsqty 8
Menu Card Holdersqty 12
Directional signsqty 10

Lighting

Standing lampsqty 8
LED spotlightsqty 8
String lightsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Chef's bread knivesqty 3
Serving knivesqty 6
Serving spoonsqty 8
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 24
Toilet brushesqty 4

Tips

Confirm the venue, performance date, running time, rights, and scores before opening ticket sales. Audience information is difficult to change once invitations and registrations are already in circulation.
Reserve rehearsal space early and send cast and musician information with arrival times, music, cues, costume expectations, and contact details. A shared schedule should show every rehearsal and the final technical checks.
Complete accessibility and seating planning before processing reservations. Decide where accessible seats, audience hosts, coat racks, and volunteer positions will be located, then brief the team at least one week before the performance.
Count front-of-house equipment for the expected audience rather than ordering it at the last minute. Include chairs, cocktail and buffet tables, coat hangers, glasses, cups, plates, serving items, thermos flasks, coolers, and drink dispensers.
Keep a final production check for the last 24 hours: try on costumes, inspect decor and props, check music and cues, test extension cords and power strips, and make sure spare keys and flashlights are available.

Frequently asked questions

How far in advance should I organize an opera performance?: Begin venue and date planning at least 6 to 12 months ahead, especially if the performance needs rights, musicians, a rehearsal space, and ticket sales. Confirm the cast, technical arrangements, and catering several weeks before the performance.
When should opera performance tickets go on sale?: Open ticket sales only after the venue, date, running time, seating approach, and accessibility information are confirmed. A practical starting point is 6 to 8 weeks before the performance, leaving time to process registrations and collect dietary requirements.
How many rehearsals does an opera performance need?: Plan the number around the repertoire and running time, but allow at least one full run-through and one technical rehearsal before opening night. Schedule the technical rehearsal no later than 1 to 2 days before the performance so music, cues, costumes, decor, and props can be corrected.
When should I print the opera programme booklets?: Finalize the repertoire, cast, musicians, running time, acknowledgements, and practical audience information at least 2 weeks before the performance. Print the booklets several days before the event, rather than waiting until the final rehearsal.

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