Outdoor performance checklist: what to arrange and when

An outdoor performance needs more than a programme and a stage. You need to confirm the venue, permissions, artists, sound, seating, power, lighting and a workable weather plan in the right order. This checklist brings the planning together, from the first arrangements to the final site inspection. It also covers details that are easy to leave too late, such as collecting dietary information, printing contact lists and testing every cable before visitors arrive.

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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 date and location
2 people
Check permits and notifications
2 people
Record the performance schedule
2 people
Confirm performers and technical crew
2 people
Send invitations
2 people
Open online registration form
Distribute promotional posters
3 people
Process registrations
Collect dietary requirements
Make material reservations
2 people
Check the weather forecast
Confirm backup weather plan
2 people
Update visitor list
Create volunteer instructions
Make route and safety signs
2 people
Check the shopping list
2 people
Buy non-perishable groceries
2 people
Buy fresh groceries
2 people
Collect materials
3 people
Test the equipment
2 people
Chill food and drinks
2 people
Print the run sheet and contact list
Inspect venue
3 people
Clear the loading and unloading area
3 people
Check power supply
2 people
Set Up Audience Sections
3 people
Set out chairs
5 people
Set up tables
3 people
Set up tents
4 people
Set up lighting stands
3 people
Connect the lighting
2 people
Set up speakers
3 people
Connect microphones
2 people
Thoroughly test the equipment
3 people
Set up decor and backdrop
3 people
Mark the stage area
2 people
Set up the catering buffet
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set up the coffee and tea area
2 people
Check sanitary facilities
2 people
Place waste stations
2 people
Set up the information desk
2 people
Hold crew briefing
6 people

Event

Welcome the audience
4 people
Carry out ticket checks
2 people
Guide visitors to their seats
3 people
Start opening music
Assist the performance
4 people
Refill drinks
2 people
Restock the buffet
2 people
Answer audience questions
2 people
Announce break
Serve the break buffet
4 people
Resume the performance
2 people
Adjust lighting
2 people
Monitor sound level
Supervision in audience sections
2 people
Guide the final applause
2 people
Guide the audience to the exit
3 people
Collect lost property

Aftercare

Turn off the lights and sound
2 people
Chill leftover food
2 people
Collect tableware
3 people
Collect waste
4 people
Clear away chairs and tables
5 people
Take down tents
4 people
Take down decorations
3 people
Clean the venue
5 people
Sort materials
3 people
Wash dishes
3 people
Clean equipment
2 people
Return rental items
3 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 10
Beer tablesqty 6
Party tentsqty 3
Bar stoolsqty 6
Changing room screensqty 4
Clothes racksqty 3
Storage binsqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Spare batteriesqty 12
Fire extinguishersqty 2
First aid kitsqty 2
Walkie-talkiesqty 6
Business phonesqty 2

Lighting

LED work lightsqty 6
String lightsqty 8
Light standsqty 3
Flashlightsqty 6

Decorations

Backdrop clothsqty 3
Buntingqty 8
Balloonsqty 150
Decorative plantsqty 8
Tableclothsqty 12
Tapeqty 6
Cable tiesqty 100
Program postersqty 20
Route signsqty 12
Arrow stickersqty 30

Tableware

Reusable platesqty 140
Reusable bowlsqty 120
Reusable glassesqty 180
Coffee cupsqty 100
Knivesqty 140
Forksqty 140
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 10

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 16
Bottle openersqty 3
Ice packsqty 24

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm permits, notifications and the venue before promoting the performance. Build in at least 2–3 weeks for any approval process that is not immediately clear.
Set a weather decision deadline, such as 24 hours before doors open. Confirm the alternative plan, then tell performers, volunteers and registered visitors exactly what changes.
Test the full sound and lighting setup on site, not just individual items. Check speakers, the mixer, microphones, cables, power reels and spare batteries together at least 2 hours before the audience arrives.
Plan audience flow before setting out chairs and tables. Leave clear routes to seating, toilets, exits and the service area, and place route and safety signs where people can see them after dark.
Buy shelf-stable supplies first and fresh food later, then cool food and drinks before guests arrive. Print the running order, contact list and volunteer instructions on the day before the performance.

Frequently asked questions

How far in advance should I organise an outdoor performance?: Start at least 6–8 weeks ahead for the date, location, programme, artists and technical arrangements. Check permits and notifications immediately, because their lead time can determine whether the date is workable.
What should I do if the weather forecast is bad for an outdoor performance?: Set a final decision point 24 hours before the performance and use the agreed alternative plan. Update performers, volunteers and registered visitors as soon as the decision is made, rather than waiting until setup begins.
How early should the sound system be tested?: Allow at least 2 hours before the audience arrives for the complete sound check. Test microphones, speakers, the mixer, cables, power distribution and spare batteries in the exact positions used during the performance.
How many seats should I prepare for an outdoor performance?: Prepare one chair per confirmed visitor, then add around 5–10% if space and storage allow for late confirmations or damaged seating. Keep additional seating outside the main routes so exits remain clear.

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.