Performance night checklist: what to arrange and when

A performance night depends on more than booking performers and opening the doors. You need a confirmed running order, a venue that supports the technical setup, and clear information for artists, guests and crew. Work backwards from the event date so invitations, registrations, dietary requirements and equipment are settled in time. This checklist also covers the details that are often left too late, such as artist escorts, stage layout, crowd guidance and the final catering quantities.

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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
Approach performing artists
2 people
Confirm performances and times
2 people
Reserve venue
Check permits and notifications
Gather technical requirements
2 people
Reserve technical equipment and materials
Set the budget
Design invitations
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Post promotion on social media
Publish the program online
Create final guest list
Collect artist information
Print the run sheet
Work out the stage layout
2 people
Create the technical schedule
2 people
Calculate catering quantities
Assign artist escorts
Organize crowd guidance
Check the shopping list
Do the shopping
2 people
Setting up shelf-stable catering
2 people
Remind performers of the start time
Pick up venue keys

Event

Open venue
2 people
Conduct a safety check
2 people
Set up stage elements
4 people
Set up audience seating
3 people
Set up tables for reception
2 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Set up lighting
2 people
Connect sound equipment
2 people
Set up microphones and stands
2 people
Test the equipment
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Welcome performers
2 people
Set up the artist dressing room
Run through performances technically
3 people
Set up the information and program table
Staff the entrance and registration
2 people
Welcome visitors
3 people
Give the opening speech
Guide the performances
3 people
Announce breaks
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep the public area tidy
2 people
Guide performers between shows
Answer audience questions
Announce the closing
Guide visitors to the exit
2 people

Aftercare

Catering breakdown
3 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Put furniture back
4 people
Collect and sort waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Return materials
2 people
Keep lost and found items
Set aside final payment for performers
Collect photo and video material

What to bring

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

Furniture

Stage elementsqty 6
Audience chairsqty 90
Tablesqty 8
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8
Foldable tablesqty 4

Tableware

Glassesqty 120
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 100
Cake platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 10

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Laptop
USB sticksqty 3
First aid kit
Fire blanket
Flashlightsqty 3
Batteriesqty 24

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Decorations

Backdrop cloth
Decorative clothsqty 8
Vasesqty 12
Tableclothsqty 8
Photo framesqty 6
Adhesive hooksqty 30
Gaffer tapeqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Small bowlsqty 16
Pliersqty 8
Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Ice cube traysqty 6

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 8
Trash bin stickersqty 16

Office supplies

Name badgesqty 100
Pensqty 20
Program flyersqty 120
Paper tapeqty 4
Clipboardsqty 4
Printer paper
Wristbandsqty 120
Cash register case
Cash

Tips

Confirm the programme and performance times before publishing invitations. Leave enough space between acts for changeovers, microphone checks and moving performers on and off stage.
Ask every performer for technical requirements as soon as they agree to take part. Check inputs, DI boxes, microphones, monitor needs and power access before reserving speakers, a mixer and cables.
Create the stage layout and technical schedule at least one week before the event. Share the run sheet with performers, the technical team and artist escorts so everyone knows arrival and sound-check times.
Close registrations and dietary information before calculating catering. Use the final guest list rather than early estimates when ordering drinks, plates, cups, cutlery and shelf-stable food.
Plan guest movement as carefully as the performances. Put coat racks and hangers near the entrance, keep chairs and tables out of access routes, and assign people to guide the crowd before doors open.

Frequently asked questions

How far in advance should I organise a performance night?: Start planning at least 8 to 12 weeks before the event. Confirm the venue, performers and programme first, then allow several weeks for invitations, registrations, technical planning and catering.
When should I confirm the performance schedule?: Aim to confirm the final running order and performance times 2 to 3 weeks before the event. Print the run sheet during the final week and send the relevant timings to every performer and crew member.
How much time do performers need for a sound check?: Allow at least 20 to 30 minutes per act when equipment or inputs differ. Add extra changeover time between acts and schedule the complete technical check before guests arrive.
When should I calculate catering quantities for a performance night?: Calculate quantities after registrations close and dietary requirements are collected, usually 5 to 7 days before the event. Recheck the shopping list 1 to 2 days beforehand against the final guest count.

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