Passion Play planning checklist

A Passion Play needs more than a finished script and a cast. You have to coordinate actors, musicians and volunteers, arrange rehearsal space, prepare costumes and props, and make the audience route clear. Start with the date, venue, permits and insurance, then build toward rehearsals, technical tests and the performance day. This checklist keeps registrations, catering, safety instructions and last-minute weather checks from being left too late.

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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
Check insurance
Finalize script
3 people
Assign roles
3 people
Contact actors
2 people
Contact Musicians
2 people
Recruit volunteers
2 people
Send invitations
2 people
Distribute publicity
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Reserve rehearsal space
Hold first rehearsal
12 people
Inventory the costumes
3 people
Gather props
3 people
Develop the decor design
3 people
Test the equipment
3 people
Hold a second rehearsal
15 people
Print program booklets
2 people
Order catering
2 people
Set the audience route
2 people
Create safety instructions
2 people
Check the weather forecast
Do the shopping
3 people
Lay out costumes
3 people
Check props
3 people
Clean the venue
4 people
Set up audience seating
6 people
Set up tables for reception
3 people
Set up decor
8 people
Hang lighting
3 people
Connect sound equipment
3 people
Set up changing rooms
3 people
Set up catering
4 people
Lay out program booklets
2 people
Conduct the technical rehearsal
8 people

Event

Apply makeup to actors
4 people
Welcome the audience
5 people
Hand out program booklets
3 people
Serve coffee and tea
4 people
Perform the Passion play
20 people
Refill drinks
2 people
Serve break snacks
4 people
Moderate audience questions
2 people
Handle the farewell and thank-you speech
2 people
Guide the audience to the exit
4 people

Aftercare

Pack leftovers
3 people
Take down the décor
6 people
Pack away the sound equipment
3 people
Dismantle lighting
3 people
Collect costumes
3 people
Wash dishes
4 people
Collect waste
3 people
Clean the venue
5 people
Return materials
2 people
Wash costumes
3 people
Store props
3 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Reception deskqty 2
Changing room chairsqty 12
Clothes racksqty 6
Waste binsqty 8

Equipment

Microphonesqty 6
Microphone standsqty 4
Speakersqty 4
Mixer
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Flashlightsqty 6

Decorations

Backdropsqty 4
Wooden crossesqty 3
Hay balesqty 8
Lanternsqty 12
Artificial plantsqty 10
Wayfinding signsqty 8
Pillarsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8

Tableware

Coffee cupsqty 180
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Water jugsqty 12

Clothing

Long robesqty 18
Headscarvesqty 12
Capesqty 8
Sandalsqty 16
Beltsqty 12

Props

Wooden polesqty 12
Pitchersqty 8
Basketsqty 8
Ropesqty 6
Wooden cratesqty 4
Clothsqty 12

Cleaning

Mop setsqty 3
Bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4

Catering

Groceries

Tips

Confirm the venue, permits and insurance before inviting people. Aim to have these details settled at least 8–12 weeks before the performance so the audience route and technical setup can be planned around the site.
Assign roles and contact actors, musicians and volunteers early. Give performers the final script before the first rehearsal, and schedule at least two full rehearsals rather than relying on individual practice.
Check costumes, props and decorations before rehearsals become intensive. Inventory the clothing, gather crosses and other set pieces, and test whether backdrops, hay bales, lanterns and wayfinding signs work in the actual venue.
Test microphones, speakers, the mixer, cables and lighting during a rehearsal in the performance space. Keep extension cords, power strips and flashlights ready, and check that the audience can hear without blocking walkways.
Set deadlines for registrations, dietary requirements and catering instead of waiting until the final week. Prepare the reception desk, seating, changing-room chairs, coffee service and waste bins before checking the weather forecast and final safety instructions.

Frequently asked questions

How far in advance should I plan a Passion Play?: Start planning at least 8–12 weeks before the performance. Confirm the date, venue, permits and insurance first, then allow time for casting, publicity, registrations, rehearsals and technical preparation.
How many rehearsals does a Passion Play need?: Plan at least two full rehearsals, including one in the performance space with costumes, props, sound and lighting. Hold the first rehearsal after the script and roles are finalized, then use the second to fix timing and transitions.
When should I finalize the script and assign roles?: Finalize the script and assign roles no later than 6–8 weeks before the performance. Actors and musicians need the final material early enough to learn their parts before the full rehearsals begin.
When should I order catering for a Passion Play?: Order catering after registrations and dietary requirements have been collected, ideally 1–2 weeks before the performance. Confirm the final headcount and prepare coffee machines, kettles, thermos flasks, cups and serving trays before event day.

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.