Outdoor performance checklist

An outdoor performance needs more than a program and a stage. This checklist helps you work through the planning in the right order, from choosing the date and checking permits to testing sound, lighting, visitor routes, and the weather backup. It also covers the details that are often left until the final day: dietary requirements, signage, cable safety, chilled drinks, and getting every item to the venue. Use the full plan to coordinate the 69 tasks and 54 items involved.

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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

Set the date and program
2 people
Check location and playing area
2 people
Determine the weather forecast and alternative
2 people
Inventory required materials
2 people
Make reservations for materials
Check permits and notifications
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Print the program and signage
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Assign volunteers
2 people
Create a staff contact list
Confirm artist information
Check technical requirements
2 people
Check power outlets
2 people
Check the venue for safety
2 people
Set the route for visitors
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out catering by type
2 people
Bring materials to the venue
4 people
Inspect the site
2 people
Set up the stage floor
4 people
Set up backdrops and decor
4 people
Set up the sound system
3 people
Set up lighting
3 people
Cover cables safely
2 people
Set up chairs
4 people
Set up tables for catering
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Place waste stations
2 people
Hang up signage
2 people
Check toilets
2 people
Test the equipment
3 people
Test microphones
2 people
Set lighting scenes
2 people

Event

Welcome performers
2 people
Set up artist room
2 people
Handle guest reception
4 people
Distribute program
2 people
Serve snacks
3 people
Serve drinks
3 people
Announce the performance
Guide the audience
3 people
Check the sound level
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
Announce break
Start the second part of the program
2 people
Guide the audience to the exit
3 people
Close catering
3 people

Aftercare

Switch off equipment
2 people
Take down the set and backdrops
4 people
Take down the sound system
3 people
Dismantle lighting
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Package catering leftovers
2 people
Sort and remove waste
3 people
Clean the grounds
4 people
Clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 120
Foldable tablesqty 10
Beer tablesqty 4
Performer chairsqty 8
Party tentsqty 3
Clothes racksqty 2

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Cable traysqty 12

Lighting

LED floodlightsqty 6
Light standsqty 3
Mood lightingqty 8
Battery lanternsqty 6

Decorations

Backdropsqty 2
Decorative plantsqty 8
Buntingqty 10
Stage decoration
Tableclothsqty 10
Directional signsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 12
Serving jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Aluminum foilqty 2

Cleaning

Waste binsqty 8
Hand broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Cleaning sprayqty 4
Washing-up basinsqty 4
Drying racksqty 2

Catering

Groceries

Tips

Set the weather decision deadline at least 24 hours before the performance. Confirm where the audience, performers, equipment, and catering will move if rain, strong wind, or unsafe conditions affect the playing area.
Check the technical setup before event day, not when visitors arrive. Test the mixer, speakers, wireless microphones, DI boxes, cables, power outlets, extension cords, and cable protection together in the actual performance area.
Plan the visitor route from the entrance to seating and catering, then print directional signs and the program. Include lighting for paths and steps; battery lanterns are useful when fixed power or stage lighting does not cover the route.
Assign each volunteer a specific area and add phone numbers to one staff contact list. A named person should handle performers, another the audience and registration, and another the stage, sound, and power checks.
Calculate catering by service time rather than by guesswork. For the first hour, allow two to three drinks per person, then check the shopping list, chill drinks early, and separate snacks and catering for different dietary requirements.

Frequently asked questions

How far in advance should I plan an outdoor performance?: Start at least 6 to 8 weeks ahead if you need permits, hired materials, performers, or technical equipment. Set the date and program first, then confirm the location, reservations, notifications, and artist requirements.
What should I do if it rains during an outdoor performance?: Choose the alternative location or covered setup before invitations are sent, and set a final weather decision at least 24 hours before the event. Check that party tents, stage sections, lighting, power, and visitor routes are suitable for the backup arrangement.
How much sound and power equipment do I need for an outdoor performance?: The amount depends on the audience size and performer requirements, but make a complete inventory before booking anything. Allow time for a full soundcheck and verify every outlet, cable reel, extension cord, power strip, speaker stand, microphone, and cable route on site.
When should I send visitor information for an outdoor performance?: Send the practical information 5 to 7 days before the performance, after registrations and dietary requirements are processed. Include the arrival route, program, weather arrangements, accessibility details, and any advice about seating or outdoor conditions.

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.