Operetta performance checklist

An operetta performance needs more than a cast and a stage. You need to secure the venue, set the performance date, schedule rehearsals, coordinate costumes and props, and test every technical element before opening night. Ticket sales, dietary requirements, printed programs and audience signs are easy to leave too late. Use this checklist to work through the production in order, from the first booking to the final run sheet.

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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 venue
Set the performance date
2 people
Create the play schedule
2 people
Reserve rehearsal space
Finalize the cast list
2 people
Create the crew schedule
2 people
Send invitations
2 people
Open online ticket sales
2 people
Process registrations
2 people
Collect dietary requirements
Compile program
2 people
Design program booklet
2 people
Print program booklets
2 people
Hang posters
2 people
Develop the decor design
3 people
Make decorative elements
4 people
Gather props
2 people
Check costumes
3 people
Alter costumes
2 people
Test hairstyles and makeup
3 people
Gather music files
2 people
Create a music playlist
2 people
Test microphones
2 people
Prepare lighting cues
2 people
Print the run sheet
2 people
Print the visitor list
Make name badges
2 people
Determine catering quantities
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Open venue
2 people
Check the safety routes
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Set up decor
5 people
Set out props
2 people
Set up lights and sound
3 people
Fully test technical setup
3 people
Set up changing rooms
2 people
Hang up costumes
2 people
Set up the makeup area
2 people
Set up the registration desk
2 people
Lay out the programs
2 people
Set up the catering buffet
3 people
Make coffee and tea
2 people
Give staff briefing
2 people

Event

Welcome the audience
4 people
Check tickets
3 people
Hand out programs
2 people
Staff the cloakroom
2 people
Assist the performance
4 people
Swap Props
3 people
Refill drinks
2 people
Serve the break buffet
4 people
Guide audience back
2 people
Oversee costume changes
3 people
Lead the applause moment
3 people
See the crowd off
4 people
Prepare the evening reception
3 people
Welcome evening guests
4 people
Check evening tickets
3 people
Hand out the evening programs
2 people
Guide the evening performance
4 people
Swap evening props
3 people
Refill evening drinks
2 people
Serve the evening break
4 people
Guide the final applause
3 people
Seeing off the evening audience
4 people
Lock the cloakroom
2 people

Aftercare

Take down the décor
5 people
Pack props
3 people
Collect costumes
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
4 people
Dismantle the technical setup
3 people
Put furniture back
4 people
Return borrowed items
2 people
Clean costumes
2 people
Store decor
3 people
Clear away unused groceries
2 people

What to bring

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

Furniture

Chairsqty 160
Foldable tablesqty 8
Bar stoolsqty 4
Clothes racksqty 4
Coat rack hooksqty 180
Dressing room tablesqty 4
Changing room chairsqty 12

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Laptop
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 6
Ironsqty 2
Ironing boardsqty 2
Clothes steamersqty 2
Mirrorsqty 4
Clothes railsqty 4
Calculatorsqty 2
Walkie-talkiesqty 6
USB sticksqty 4
AA batteriesqty 24
AAA batteriesqty 24
Flashlightsqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
Atmosphere lightsqty 8

Decorations

Theater curtainsqty 4
Backdrop cloth
Decorative panelsqty 6
Artificial plantsqty 8
Flower arrangementsqty 6
Tableclothsqty 8
Clipboardsqty 6
Sticky tackqty 4
Buntingqty 8
Red carpet
Directional signsqty 12
Chalkboardsqty 4
Menu standsqty 8
Decorative candlesticksqty 8
LED candlesqty 24
Prop casesqty 6
Decorative vasesqty 8
Table décorqty 12

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 100
Coffee spoonsqty 100
Dessert platesqty 180
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Bread basketsqty 8
Kitchen scale
Ice cube traysqty 6
Waste binsqty 6
Cooler thermometersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Laundry basketsqty 4
Drying rackqty 2
Washable cleaning clothsqty 20
Laundry basketsqty 4

Catering

Groceries

Paper goods

Program bookletsqty 180
Ticket rollsqty 4
Name badgesqty 30
Ballpoint pensqty 20
Notepadsqty 8
A4 printing paperqty 2

Clothing

Costume racksqty 6
Clothes hangersqty 80
Clothing coversqty 50
Sewing kitsqty 4
Safety pinsqty 3
Costume labelsqty 80

Tips

Set the performance date before confirming the cast, crew or rehearsal timetable. Leave enough time for costume alterations, music testing and at least one full technical run.
Book the rehearsal space as soon as the venue date is fixed. Reserve regular rehearsal slots rather than relying on last-minute availability, especially during the final two weeks.
Test wireless microphones, speakers, the mixer, audio cables and extension cords in the actual performance space. Check each microphone separately and mark cable routes with gaffer tape before the dress rehearsal.
Prepare costumes, hairstyles, makeup, props and decorative elements before the final week. Keep clothes racks, dressing-room tables and changing-room chairs ready so performers are not changing in corridors.
Print the program booklets and run sheet several days before the performance. Put directional signs, coat hooks, seating, tables and the red carpet in place early enough to correct layout or access problems.

Frequently asked questions

How far in advance should I plan an operetta performance?: Start planning at least 12 to 16 weeks before the performance date. Venue booking, rehearsal space, cast confirmation, ticket sales, costumes and technical preparation all need time, especially if alterations or printed programs are involved.
When should operetta rehearsals start?: Begin regular rehearsals 8 to 10 weeks before the performance when possible. Schedule the final technical and dress rehearsals during the last 7 to 10 days, including microphones, music, lighting cues, costumes and props.
When should tickets for an operetta go on sale?: Open online ticket sales 4 to 6 weeks before the performance. Process registrations continuously and collect dietary requirements as bookings arrive, rather than waiting until the final week.
How early should I test sound and lighting for an operetta?: Complete the first sound and lighting test at least 2 weeks before opening night. Repeat it during the final technical rehearsal, then print the run sheet with confirmed microphone assignments, music files and lighting cues 2 to 3 days before the show.

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.