Outdoor Performance Checklist

Use this checklist to organise an outdoor performance in the right order, from confirming the date and venue to receiving deliveries and checking the forecast. It covers the details that are easy to leave until the last week: permits, audience capacity, technical equipment, catering quantities and route information. Build in time for registrations, dietary requirements and volunteer briefings before the audience arrives. The full plan includes 73 tasks and 52 items to check or arrange.

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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
Reserve the Performance
Reserve equipment
Book catering
Record the weather scenario
2 people
Determine audience capacity
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send audience information
Print admission tickets
Print programs
Check decorations
2 people
Check the technical list
2 people
Determine catering quantities
2 people
Brief volunteers
2 people
Post Route and Parking Information
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the weather forecast
Inspect venue
2 people
Receive deliveries
2 people
Set up a crowd barrier
3 people
Mark the stage area
2 people
Set up chairs
4 people
Set up tables
3 people
Set up tent
4 people
Set up decor
3 people
Connect sound equipment
3 people
Set up lighting
3 people
Test power supply
2 people
Perform sound check
3 people
Perform a lighting check
2 people
Set up the catering buffet
3 people
Set up cash register and reception
2 people
Lay out the programs
2 people
Check toilets
2 people

Event

Staff the entrance control
2 people
Welcome visitors
3 people
Hand out programs
2 people
Serve drinks
3 people
Guide audience to seats
3 people
Announce the performance
Perform the show
8 people
Refill drinks
2 people
Moderate audience questions
2 people
Serve snacks
3 people
Keep the break area clean
2 people
Announce evening program
Run the evening performance
8 people
Adjust lighting
2 people
Refill drinks
2 people
Announce the final performance
Perform the closing show
8 people
Guide the audience to the exit
3 people

Aftercare

Close the register
2 people
Take down the décor
3 people
Turn off the sound equipment
2 people
Turn off lights
2 people
Collect waste
4 people
Wash dishes
3 people
Clean up catering
3 people
Dismantle chairs and tables
4 people
Take down the tent
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Dispose of waste
2 people
Store leftover stock
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Beer tablesqty 8
Party tentsqty 3
Coat racksqty 2

Equipment

Active speakersqty 2
Microphonesqty 3
Mixing console
DI boxesqty 2
Speaker standsqty 2
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Walkie-talkiesqty 8
Cash registersqty 2
Card machinesqty 2
Flashlightsqty 6
Battery holdersqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Emergency lightsqty 4

Decorations

Backdrop clothsqty 3
Stage coversqty 2
Decorative plantsqty 12
Directional signsqty 12
Program standsqty 4

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Reusable platesqty 220
Reusable cutleryqty 220
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 12
Serving traysqty 8
Pliersqty 8
Ice packsqty 24

Cleaning

Waste binsqty 12
Broomsqty 4
Dustpansqty 2
Mopsqty 4
Cleaning bucketsqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
First aid kitsqty 2

Catering

Groceries

Tips

Confirm the venue, performance and equipment reservations before sending invitations. Check permits at the same stage, because approval can affect the date, capacity or layout.
Set the audience capacity before opening registrations. Then send practical information covering admission, parking, the route, arrival time and what happens if the weather changes.
Make the technical check specific: test microphones, active speakers, the mixing console, DI boxes and extension cords at the venue. Keep cable trays and power strips ready for a safe setup.
Use the registration total to calculate catering quantities and record dietary requirements before shopping. Chill drinks in coolers in advance, and prepare snacks so serving does not compete with the performance.
Write down the weather scenario instead of deciding on the day. Check the forecast again before the event, inspect tents, stage covers, emergency lights and directional signs, and brief volunteers on their responsibilities.

Frequently asked questions

How early should I check permits for an outdoor performance?: Check permit requirements as soon as the date and location are being considered, ideally before you reserve the performance or send invitations. Allow at least 4 to 6 weeks for applications or changes, depending on the venue and local rules.
When should I send invitations for an outdoor performance?: Send invitations after the date, location, audience capacity and basic weather plan are confirmed. A lead time of 4 to 6 weeks gives people time to register and gives you time to collect dietary requirements.
How many drinks should I plan per person?: For the first hour, plan on 2 to 3 drinks per person, then allow about 1 to 2 drinks per person for each additional hour. Adjust the total for the performance length, weather and whether water, coffee or other drinks are available.
When should I check the weather forecast?: Check the forecast 3 to 5 days before the performance to confirm the recorded weather scenario, then check it again on the morning of the event. Use the final check to confirm tents, stage covers, lighting and audience information.

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.