Outdoor performance checklist: what to arrange and when

An outdoor performance needs more than a stage and a few chairs. You need to lock in the programme, permissions, artists, technical crew, audience registration, catering, and a workable weather plan before setup day. This checklist follows the process from choosing the date and checking the playing field to installing sound, lighting, tents, seating, and signage. Use the final site inspection to catch missing cables, batteries, shelter, or power 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

Set the date and program
2 people
Check venue and playing field
2 people
Submit permits and notifications
Confirm artists and technicians
2 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Design program booklet
2 people
Order program booklets
Monitor the weather forecast
Send artist information
Do the shopping
2 people
Collect materials
2 people
Check materials
2 people
Prepare catering
3 people
Communicate the weather plan

Event

Inspect the site
2 people
Set up the stage
4 people
Set up tents
4 people
Set up chairs
4 people
Set up tables
2 people
Set up decor and signage
3 people
Set up sound equipment
3 people
Hang lighting
3 people
Connect power supply
2 people
Securely finish cables
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set out tableware and cutlery
2 people
Set out snacks
3 people
Welcome performers
2 people
Set up changing rooms
2 people
Perform the technical sound check
3 people
Perform lighting test
2 people
Conduct a safety check
2 people
Set up the entrance and ticket desk
2 people
Lay out program booklets
Welcome the audience
4 people
Announce the program
Assist the performance
3 people
Lead the break
3 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
Empty trash bins
2 people
Check toilets
Answer audience questions
2 people
Lead the final applause
Guide the audience to the exit
3 people

Aftercare

Close catering
3 people
Switch off equipment
2 people
Take down decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Dismantle chairs and tables
4 people
Take down tents
4 people
Dismantle the stage
4 people
Pack audio equipment
3 people
Pack up lighting
2 people
Wash dishes
3 people
Clear away catering supplies
2 people
Clean the restrooms
2 people
Inventory materials
2 people
Return materials
2 people
Hand over the site
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Party tentsqty 3
Folding chairsqty 120
Tablesqty 10
Bar stoolsqty 6
Dressing room racksqty 4
Foldable tablesqty 4

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 12
Spare batteriesqty 16
Cable reelsqty 6
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 20
Cable matsqty 12
Gaffer tapeqty 6
Cable tiesqty 100
Generator

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 6
Light filtersqty 8

Decorations

Stage backdropsqty 2
Buntingqty 12
Flower boxesqty 8
Red carpetsqty 2
Entrance signsqty 4
Directional signsqty 8
Program boardsqty 2
Program bookletsqty 150

Tableware

Drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Bowlsqty 10
Measuring cupsqty 2
Coolersqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4
Hand soap dispensersqty 4

Safety

Fire extinguishersqty 4
First aid kitsqty 2
Flashlightsqty 6
Barrier tapeqty 4
Traffic conesqty 12

Groceries

Groceries

Tips

Start with the venue and playing field, then submit permits and notifications early enough for local processing times. Check access for delivery vehicles, power availability, audience capacity, and where the stage, tents, chairs, and tables will stand.
Confirm artists and technicians before publishing the programme. Send each artist practical information about arrival time, dressing-room arrangements, soundcheck, stage access, parking, and the weather plan.
Treat weather planning as an operational decision, not just a message to guests. Set a deadline for communicating changes, and decide in advance whether tents, sheltered seating, postponed performances, or cancellation will apply.
Build the technical plan around power and cable safety. Count microphones, stands, DI boxes, mixer inputs, speakers, subwoofers, batteries, cable reels, extension cords, and cable mats before loading in; keep a generator available if venue power is insufficient.
Schedule setup in a fixed order on the day: inspect the site, assemble the stage, tents, chairs, and tables, then install sound and lighting. Leave time for a full soundcheck, lighting check, signage check, catering setup, and a walk-through before doors open.

Frequently asked questions

How far in advance should I plan an outdoor performance?: Start at least 8 to 12 weeks ahead for a small performance, and earlier if permits, several artists, or hired technicians are involved. Set the date and programme first, then confirm the venue, permissions, performers, equipment, and audience arrangements.
What should I include in an outdoor performance weather plan?: Write down the decision deadline, who makes the call, and how guests and artists will be informed. Include at least one practical alternative, such as sheltered seating, tents, a delayed start, relocation, or cancellation, and communicate the final decision several hours before arrival.
How much seating and shelter do I need for an outdoor performance?: Provide one chair per seated guest, plus a small number of spare chairs for replacements and access needs. Size party tents for the chairs, tables, bar area, performers, and equipment that must stay dry; confirm the usable footprint after allowing for walkways and stage access.
When should sound and lighting be set up for an outdoor performance?: Set up the stage and weather protection first, then install speakers, mixer, microphones, lighting stands, spotlights, and cabling. Reserve at least 2 to 3 hours for technical setup, soundcheck, lighting focus, and fixing cable routes before the audience enters.

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.