Puppet show checklist: what to arrange and when

A puppet show needs more than puppets and a script. You need to coordinate registrations, dietary requirements, the performance schedule, roles, scenes, props, sound and the room setup. Work through the plan in order so the stage cabinet, backdrop, chairs and technical equipment are ready before the audience arrives. This checklist also covers the details that are easy to leave until the last minute, such as batteries, cables, drinks and clear audience instructions.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Confirm the program and times
Confirm venue booking
Check the performance text
2 people
Review roles and scenes
3 people
Check dolls
2 people
Gather props
2 people
Test music and sound
2 people
Do the shopping
2 people
Prepare snacks
2 people
Transport materials
2 people
Open venue
2 people
Ventilate room
Build stage cabinet
3 people
Hang the backdrop
2 people
Set up chairs
3 people
Hang up decorations
2 people
Test the sound and lighting
2 people
Set out snacks
2 people
Chill drinks
Hang up the schedule and house rules

Event

Welcome the audience
3 people
Hand out tickets and program
2 people
Perform a puppet show
3 people
Serve break drinks
3 people
Refill drinks
Refill snacks
2 people
Guide children
3 people
Supervise the photo corner
See visitors off
2 people

Aftercare

Pack dolls and props
2 people
Remove decorations
2 people
Take down the stage cabinet
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Put furniture back
2 people
Return materials
2 people
Return borrowed items

What to bring

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

Furniture

Children's chairsqty 50
Adult chairsqty 10
Tablesqty 6
Folding table for the entrance
Folding catering tableqty 2
Coat rackqty 2

Equipment

Stage cabinet
Portable speaker
Wireless microphone
Music player
Extension cordsqty 3
Power stripsqty 3
LED lightsqty 4
AA batteriesqty 8
AAA batteriesqty 8
Cable tiesqty 20
Scissorsqty 3
Gaffer tapeqty 2

Decorations

Backdrop
Decorative curtainsqty 2
Balloonsqty 50
Balloon pump
Buntingqty 3
Tableclothsqty 6
Photo booth backdrop
Photo propsqty 12

Tableware

Reusable cupsqty 80
Reusable platesqty 70
Reusable cutleryqty 80
Serving spoonsqty 4
Coffee potsqty 2
Thermosqty 2
Drink dispensersqty 2

Kitchen

Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving jugsqty 3
Teaspoonsqty 20

Cleaning

Waste binsqty 4
Broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the programme, running times and venue booking before sending final audience information. Guests need to know when doors open, when the show starts and how long they should expect to stay.
Review the performance text, roles and scenes several days before the show, then check every doll and prop against the planned scenes. A missing doll or prop is much harder to replace once the stage is built.
Test the portable speaker, wireless microphone, music player, LED lights and all extension cords before setup day. Keep spare AA and AAA batteries available, because a dead battery can interrupt the performance or sound check.
Set up the stage cabinet, backdrop, curtains and lighting before arranging the chairs. Once the audience seating is in place, access to the stage and cable runs becomes more difficult.
Prepare snacks and drinks with the collected dietary requirements in hand, and chill drinks before guests arrive. Put reusable cups, plates, cutlery and serving spoons on the catering table so volunteers are not searching during the welcome.

Frequently asked questions

How far in advance should I send puppet show invitations?: Send invitations at least 3 weeks before the performance. Set a registration deadline about 7 days before the show so you have time to process registrations and collect dietary requirements.
When should I rehearse a puppet show?: Review the text, roles and scenes at least 7 days before the event, then run a complete rehearsal within the final 2 days. Include the music, sound effects, lighting and every prop in that run-through.
How early should I arrive to set up a puppet show venue?: Allow at least 2 hours before the audience arrives. That gives you time to ventilate the room, build the stage cabinet, hang the backdrop, arrange children’s and adult chairs, test sound and lighting, and prepare snacks.
How many chairs and drinks do I need for a puppet show?: Provide one chair per registered child and adult, with separate children’s and adult chairs where needed. For drinks, plan 2 to 3 servings per person for the first hour, then adjust for the expected length and age of the audience.

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.