Opera performance checklist

An opera performance needs more than a booked hall and confirmed singers. This checklist takes you from venue and budget decisions through ticket sales, rehearsals, technical checks, catering, and the final guest list. Plan the running time early so invitations, programs, transport information, and refreshments all match the actual evening. Leave time for accessibility checks, stage layout, microphones, music stands, lighting, and a full technical run-through before the audience arrives.

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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 performers and rehearsals
Set the program and running time
2 people
Set budget and admission price
2 people
Open ticket sales
Draft invitations
Send invitations
2 people
Publish promotional text
Distributing posters
2 people
Process registrations
Collect dietary requirements
Map out transport needs
Book catering
Design program booklet
Print the program booklets
Check paid tickets
Update guest list
Prepare name badges
Confirm accessibility
Send parking information
Check technical requirements
2 people
Print scores and cue sheets
2 people
Work out the stage layout
2 people
Purchase refreshments
2 people
Check catering quantities
Gather costumes and props
3 people
Test equipment and extension cords
2 people
Set up the cloakroom area
2 people
Test the cash register and payment methods
2 people
Prepare audience information
Clean the hall and foyer
3 people
Set up chairs
4 people
Set up tables for reception
2 people
Setting up the stage and play area
4 people
Set up decor and props
3 people
Connect lighting and technical equipment
2 people
Set up the coat check
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Lay out program booklets
2 people
Set up entrance and wayfinding signs
2 people

Event

Welcome performers
2 people
Set up the artist dressing room
2 people
Perform final sound check
2 people
Check tickets and guest list
2 people
Welcome the audience
3 people
Manage the cloakroom
2 people
Hand out program booklets
2 people
Serve coffee and tea
2 people
Announce the performance
Guide the opening act
3 people
Serve break snacks
3 people
Refill drinks
2 people
Assist with the second act
3 people
Guide the audience to the exit
3 people
Thank the performers
2 people
Serve the after-drinks and drinks
3 people
Issue the cloakroom
2 people

Aftercare

Store props safely
3 people
Switch off the equipment
2 people
Collect tableware
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the hall and foyer
4 people
Clear away chairs and tables
4 people
Remove decorations
2 people
Clear the cloakroom
2 people
Pack leftover food
2 people
Hand over the venue
2 people
Return rental items
2 people
Store unused groceries
Register lost and found items
Send thank-you message
Archive photos and files
Process invoices and receipts

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Stoolsqty 6
Clothes racksqty 2
Foldable tablesqty 2

Tableware

Wine glassesqty 90
Water glassesqty 90
Coffee cupsqty 60
Dessert platesqty 90
Pastry forksqty 90
Teaspoonsqty 60
Coffee potsqty 4
Teapotsqty 3
Serving traysqty 6
Water jugsqty 8

Equipment

Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Music standsqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop
Spare batteriesqty 12

Lighting

LED work lightsqty 4
Light standsqty 4
Mood lightingqty 8

Decorations

Tableclothsqty 8
Curtainsqty 4
Flower arrangementsqty 6
Candle holdersqty 12
LED candlesqty 24
Directional signsqty 10

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chefs' fairqty 3
Serving tongsqty 8
Measuring cupsqty 2
Washing-up bowlsqty 3

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Reserve the venue and hall before confirming the public date, then check how many chairs, tables, clothes racks, and changing areas it can provide. Ask about access times for setup and the latest permitted finish.
Set the program and running time before opening ticket sales. Include intervals and late seating rules, because a two-hour performance with a 20-minute interval requires different guest information and catering timing than a single uninterrupted program.
Schedule a technical rehearsal with the performers and crew, not just a vocal rehearsal. Test microphones, stands, speakers, mixer, laptop playback, extension cords, power strips, LED work lights, and spare batteries in the actual stage layout.
Close ticket checks and guest-list updates several days before the performance. Use the final numbers to prepare name badges, confirm accessibility arrangements, send parking information, and adjust catering quantities rather than estimating from early registrations.
Print the program booklets only after the running order, performer names, and timings are final. Keep printed scores and cue sheets with the music stands backstage, and prepare a small buffer of extra booklets for last-minute guests.

Frequently asked questions

How far in advance should I book a venue for an opera performance?: Book the hall at least 3 to 6 months ahead when possible, especially if the performance needs rehearsal access, stage lighting, or a specific weekend. Confirm setup and pack-down hours at the same time so the technical plan is realistic.
When should tickets go on sale for an opera performance?: Open ticket sales around 6 to 8 weeks before the performance once the venue, program, running time, and admission price are confirmed. Review registrations weekly and make a final paid-ticket check 3 to 5 days before the event.
How long before an opera performance should the technical rehearsal take place?: Schedule the full technical rehearsal 1 to 2 days before the performance, with a shorter sound and lighting check on the event day. Allow at least 2 hours to test microphones, speakers, cue sheets, lighting, and stage changes.
When should I confirm catering quantities for an opera performance?: Collect dietary requirements when processing registrations and confirm final catering quantities 3 to 5 days before the performance. Include the interval timing and expected duration when ordering refreshments, coffee, tea, water, and dessert items.

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.