Opera performance checklist

An opera performance needs more than a programme and a stage. This checklist takes you from booking the date and venue through registrations, artist information, catering, front-of-house preparation and the final safety check. Work backwards from the performance date so invitations, printed programmes and catering quantities are ready on time. On the day, allow enough time to collect keys, inspect the hall and foyer, arrange chairs and tables, check emergency exits and prepare tickets, signs and refreshments.

Organize this event for free with Lizzt

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
Determine the performance and program
3 people
Make reservations
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update visitor list
Have the program printed
Send press and public information
2 people
Send artist information
Calculate catering quantities
2 people
Place catering order
Assign volunteers
2 people
Prepare tickets and wristbands
2 people
Make route and hall signs
2 people
Sort programs
2 people
Check stock
2 people
Do the shopping
3 people
Pick up venue keys
Open venue
2 people
Inspect hall and foyer
2 people
Check emergency exits
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Put up directional signs
2 people
Lay out the programs
2 people
Set up the bar and coffee table
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Set out dishes and glasses
2 people
Welcome performers
2 people
Set up artist room
2 people
Check the technical setup of the performance
3 people

Event

Staff the entrance and ticket desk
3 people
Welcome guests
4 people
Staff the cloakroom
2 people
Guide visitors to their seats
4 people
Hand out programs
2 people
Assist the performance
3 people
Refill drinks
2 people
Serve break snacks
4 people
Serve coffee and tea
3 people
Seat the hall again
3 people
Staff the cloakroom again
2 people
Handle audience questions
Thank the performers
2 people
Guide guests to the exit
3 people
Manage coat check
3 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the bar and kitchen
3 people
Vacuum the hall and foyer
2 people
Clean the restrooms
2 people
Clear the cloakroom
2 people
Check borrowed materials
2 people
Pack materials
3 people
Return materials
2 people
Return venue keys
Sort lost property

What to bring

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

Furniture

Chairsqty 140
Tablesqty 12
Coat racksqty 2
Foldable tablesqty 4
Bollardsqty 6
Clothes hangersqty 160

Tableware

Wine glassesqty 140
Water glassesqty 140
Coffee cupsqty 100
Platesqty 140
Cutlery setsqty 140
Serving traysqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Cash register
Card machinesqty 2
Flashlightsqty 6
Extension cordsqty 6

Decorations

Tableclothsqty 12
Flower arrangementsqty 8
Decorative clothsqty 6
Program boardsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bowlsqty 12
Measuring cupsqty 3
Serving plattersqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6

Catering

Programsqty 150
Ticketsqty 150
Name stickersqty 150
Pensqty 20
Groceries

Tips

Set the programme and venue before inviting anyone. Keep a confirmed visitor list and collect dietary requirements as registrations arrive, so catering quantities are based on real numbers rather than guesses.
Send artist information early and include arrival instructions, timings and the people they should contact on the day. A last-minute change to the running order can affect printed programmes, signs and front-of-house duties.
Plan front-of-house around the audience flow: coat racks and hangers at the entrance, clear route signs, tickets or wristbands ready, and enough volunteers assigned to registration, seating and refreshments.
Order catering only after registrations and dietary requirements have been reviewed. Check that serving trays, tongs, glasses, cups, plates, cutlery, coffee equipment, kettles and coolers are available before the delivery arrives.
Allow a dedicated setup window before doors open. Collect the venue keys, inspect the hall and foyer, check emergency exits, arrange chairs and tables, test payment equipment if needed, and keep torches and extension cords accessible.

Frequently asked questions

How far in advance should I organise an opera performance?: Set the date, venue, programme and reservations several months ahead where possible. Send invitations early enough to allow at least 2 to 3 weeks for replies, then review registrations before ordering catering and printing final materials.
How many volunteers do I need for an opera performance?: For a small audience, plan at least 3 front-of-house volunteers: one for registration or tickets, one for seating and questions, and one for refreshments or cloakroom support. Add one volunteer for roughly every 50 additional guests if the venue has several entrances or separate foyers.
When should I print opera programmes?: Print programmes after the running order, performer details and acknowledgements are confirmed. Aim to send the final file to print 7 to 10 days before the performance, leaving time to sort the programmes and correct any issue.
How much time do I need to set up the venue on the day?: Allow at least 3 hours for a small performance, and longer if the hall needs extensive furniture or catering setup. Use the first part for keys, safety and room inspection, then arrange chairs and tables, prepare signs and front-of-house materials, and complete a final check before doors open.

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.