Operetta performance checklist

Use this checklist to organise an operetta performance from the first venue booking to the final audience check. It covers registrations, dietary requirements, programme timing, costumes, props, technical equipment and front-of-house setup. Work backwards from the performance date so tickets, booklets and volunteers are ready before the hall opens. Leave enough time on the day for chairs, registration, refreshments, changing rooms, lights and sound to be tested—not just installed.

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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 venue and date
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm the program and running time
Confirm reservations
Coordinate technical requirements
2 people
Print tickets and program booklets
2 people
Check audience list
Create volunteer schedule
Gather costumes and props
3 people
Check props
2 people
Purchase catering
2 people
Sort program booklets
2 people
Prepare catering
3 people
Set aside dietary products

Event

Open hall
2 people
Check the hall and audience area
2 people
Set up chairs and tables
4 people
Set up the registration desk
2 people
Set up the cloakroom
2 people
Set up stage and props
4 people
Connect the technical equipment
2 people
Test the lights and sound
3 people
Set up changing rooms
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set out snacks
3 people
Welcome performers
2 people
Open ticket check
2 people
Guide the audience to the hall
3 people
Hand out program booklets
2 people
Assist the performance
4 people
Serve break drinks
4 people
Refill drinks
2 people
Guide the audience afterward
3 people
Thank performers and check them out
2 people

Aftercare

Gather costumes and props
3 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
4 people
Put furniture back
4 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Foldable tablesqty 3
Dressing room tablesqty 3

Tableware

Coffee cupsqty 80
Water glassesqty 80
Cake platesqty 80
Teaspoonsqty 80
Serving plattersqty 12

Equipment

Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Music standsqty 6
Extension cordsqty 4
Power stripsqty 4
Dressing room racksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving tongsqty 6
Cake serversqty 3

Decorations

Tableclothsqty 8
Stage curtainsqty 2
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6

Lighting

LED spotlightsqty 4
String lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the programme and running time before printing tickets or booklets. A final running time at least 2 weeks before the performance gives you time to update audience information and volunteer instructions.
Set a registration deadline 5–7 days before the performance. Use the final audience list to prepare tickets, check reservations, plan seating and identify dietary requirements before catering is purchased.
Schedule hall access at least 3 hours before the audience arrives. The chairs, tables, cloakroom, registration desk, stage, props and changing rooms all need to be ready before the technical test begins.
Test microphones, speakers, music stands, extension cords, power strips, LED spotlights and string lights with the actual stage layout. Do this at least 90 minutes before doors open, then keep spare cables accessible.
Prepare refreshments in two stages: place cups, glasses, plates and serving equipment before opening, but keep coffee, tea and chilled items until close to service time. Set aside dietary products separately and label them clearly.

Frequently asked questions

How far in advance should I organise an operetta performance?: Book the venue and confirm the date at least 8–12 weeks ahead. Finalise the programme, registrations and technical requirements no later than 2 weeks before the performance.
When should tickets and programme booklets be printed?: Print them after the programme and running time are confirmed, ideally 7–14 days before the performance. Keep a small reserve for late changes and walk-in guests.
How early should volunteers arrive for an operetta performance?: Give the setup team access at least 3 hours before the audience arrives, and ask registration and cloakroom volunteers to arrive 60–90 minutes before doors open. This leaves time to check the hall and audience area.
How much time is needed to test sound and lighting?: Allow at least 90 minutes for connecting and testing microphones, speakers and lights, plus another 30 minutes as a buffer. Test again after the stage and props are in their final positions.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.