Outdoor performance checklist: what to arrange and when

An outdoor performance needs more than a stage and a good programme. You need to confirm permits, sound requirements, artist agreements, audience registration and a workable weather backup before the build starts. On the day, the order matters: make the site safe, build the stage, test the sound and lighting, then finish seating, catering and the entrance route. Use this checklist to keep the preparation on schedule and avoid last-minute gaps.

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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

Mark out the venue and playing area
2 people
Check permits
Report noise requirements to the municipality
Confirm artist contracts
Publish show times
Send invitations
2 people
Open online registrations
Hang up promotion
2 people
Process seat reservations
Collect dietary requirements
Check the weather forecast
Confirm bad weather plan
2 people
Confirm deliveries and reservations
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Print program booklets
Lay out name badges and wristbands
2 people
Bring materials to the venue
4 people
Secure the work area
3 people
Build stage sections
4 people
Set up the backdrop and decor
3 people
Set up chairs
4 people
Set up tables
3 people
Mark the entrance and audience route
2 people
Connect the sound system
2 people
Set up microphones
2 people
Connect lighting
2 people
Tape down power cables
2 people
Set up the catering buffet
3 people
Set up drink points
2 people
Lay out program booklets
2 people
Check accessibility
2 people
Conduct a safety check
2 people
Perform the technical sound check
3 people
Test the lighting plan
2 people
Welcome performers
2 people
Set up the artist room
2 people

Event

Staff the audience reception
4 people
Open the program
Guide audience to seats
3 people
Support the performance technically
3 people
Serve break drinks
5 people
Serve snacks
4 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Answer audience questions
2 people
Keep watch along the visitor route
2 people
Announce break
Announce the second part
Guide the audience to the exit
3 people
Check out artists

Aftercare

Turn off the sound system
2 people
Turn off lights
2 people
Chill leftover catering
2 people
Collect waste
4 people
Wash dishes
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Dismantle the stage and decor
4 people
Leave venue clean
4 people
Return materials
3 people
Return borrowed materials
2 people
Check lost property
Clean up leftovers
2 people

What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Stage skirt
Chairsqty 110
Foldable tablesqty 8
Bar stoolsqty 4
Dressing room tablesqty 2
Changing room chairsqty 6
Waste binsqty 8
Crowd barriersqty 12

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 10
Spare batteriesqty 12
Laptop
Megaphone
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6
Generator

Lighting

LED floodlightsqty 6
LED work lightsqty 4
String lightsqty 6
Light standsqty 4
Flashlightsqty 6
Spare flashlightsqty 6

Decorations

Backdrop
Stage drapesqty 4
Welcome sign
Wayfinding signsqty 6
Program board
Conesqty 12
Barrier tapeqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Coolersqty 2
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 8
Storage binsqty 12
Induction platesqty 2
Food warmersqty 4

Cleaning

Washing-up tubsqty 3
Sweep and empty trash binsqty 2
Mopsqty 2
Cleaning glovesqty 6
Hand sanitizer dispensersqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Check permits, local sound requirements and the bad-weather plan before publishing performance times. These decisions affect the location, audience capacity and whether the event can move indoors or under cover.
Confirm artist contracts and technical requirements at least 2–3 weeks before the performance. Ask specifically about microphones, DI boxes, monitors, power connections and the time needed for soundcheck.
Set the audience route before placing chairs and tables. Leave a clear entrance, mark the performance area and keep cable runs covered with cable ramps or secured with gaffer tape.
Build in a separate soundcheck and lighting check on the day. Test every wireless microphone, speaker, LED floodlight and spare battery before the audience arrives.
Finish practical audience details before doors open: chill drinks, prepare catering for collected dietary requirements, print programme booklets and put badges or wristbands where staff can reach them quickly.

Frequently asked questions

How far in advance should I plan an outdoor performance?: Start the main planning at least 6–8 weeks before the event. Confirm the location, permits, artists, sound requirements and weather backup before opening online registration or sending invitations.
How long before an outdoor performance should the stage be built?: Allow at least 4–6 hours for a small stage build, safety checks, sound setup and lighting. Schedule the soundcheck at least 90 minutes before the audience arrives, with extra time if several artists are performing.
How much seating do I need for an outdoor performance?: Set out one chair per confirmed reservation, then keep a small reserve if space allows. Finalise the seating plan 24–48 hours beforehand, after checking cancellations and the expected audience flow.
What should I do if rain is forecast for an outdoor performance?: Make the weather decision no later than 24 hours before the performance, and communicate it immediately to artists, suppliers and guests. Keep a clear backup plan for the stage, audience seating, equipment and catering rather than deciding after setup has started.

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.