Rock opera checklist: organise the production in the right order

A rock opera needs more than a cast and a stage. You have to align the performance programme, music rights, performers, crew, ticket sales and a detailed technical setup before the audience arrives. Sound, lighting, scene changes and artist transport can create delays if they are left until the final week. This checklist covers the full process, from confirming the date and venue to printing the run sheet and preparing the reception.

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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
Determine the performance and program
2 people
Confirm performers and crew
2 people
Check music rights
Collect the technical rider
Send invitations
2 people
Open ticket sales
2 people
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve Technical Equipment Delivery
2 people
Arrange artist transport
Print the run sheet
Print contact list
Work out the stage layout
2 people
Develop the microphone plan
2 people
Develop lighting plan
2 people
Develop scene transitions
3 people
Print program and route
2 people
Make name badges
2 people
Prepare the audience reception
2 people
Check catering quantities
2 people
Do the shopping
3 people
Check equipment and cables
3 people
Check decorations
2 people

Event

Set up artist room
2 people
Set up the stage
6 people
Set up crowd-control barriers
3 people
Set up chairs and tables
4 people
Set up the sound system
4 people
Set up lighting
3 people
Set up instruments
3 people
Set up decor and backdrop
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Lay out program booklets
2 people
Set up check-in desk
2 people
Check the sound line
3 people
Test lighting settings
3 people
Test microphones
3 people
Tune instruments
3 people
Conduct technical rehearsal
8 people
Rehearse scene transitions
8 people
Serve artist catering
3 people
Check the Break Room
2 people
Open the public entrance
3 people
Check in visitors
4 people
Hand out program booklets
2 people
Staff the cloakroom
2 people
Guide audience to seats
3 people
Start opening music
2 people
Guide the opening act
5 people
Refill drinks
2 people
Serve the break buffet
4 people
Check the hall and toilets
2 people
Assist with the second act
5 people
Refill drinks
2 people
Guide the finale and applause
4 people
Guide the audience to the exit
3 people
Thank the performers
2 people
Manage coat check
2 people
Catering breakdown
3 people

Aftercare

Turn off the sound equipment
3 people
Switch off lighting equipment
2 people
Pack instruments
4 people
Dismantle the stage and decor
6 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Clear the cloakroom
2 people
Hand over the venue
2 people
Sort borrowed items
2 people
Return equipment
3 people
Store leftover groceries
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Control deskqty 2
Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 4
Bar stoolsqty 6
Crowd barriersqty 12
Cable traysqty 20

Equipment

Mixing console
PA speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Wireless microphonesqty 4
Wired microphonesqty 8
Microphone standsqty 12
DI boxesqty 6
Headphonesqty 4
Laptop for playback
Intercom setsqty 4
Power stripsqty 6
Extension cordsqty 20
Power stripsqty 12
Gaffer tapeqty 10
Spare batteriesqty 40
Electric guitarqty 2
Bass Guitar
Guitar amplifiersqty 3
Bass amplifier
Drum kit
Keyboardqty 2
Keyboard standsqty 2
Guitar standsqty 4
Music standsqty 8

Lighting

LED stage spotlightsqty 12
Moving headsqty 4
Follow spot
Light standsqty 4
Lighting Console
DMX cablesqty 15

Decorations

Black backdrop
Stage drapesqty 4
Decorative panelsqty 6
Program standsqty 4
Directional signsqty 8
Name badgesqty 30

Tableware

Reusable drinking glassesqty 220
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Drink dispensersqty 4
Cutting boardsqty 4
Knivesqty 8
Serving tongsqty 8
Bottle openersqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Waste binsqty 12
Hand soap dispensersqty 6

Catering

Groceries

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Safety vestsqty 12
Emergency exit signsqty 8

Organization

Wristbandsqty 220
Entry badgesqty 30
Cash register
Cash float box
Card payment terminalqty 2
Clipboardsqty 6
Pensqty 30
Printer paperqty 500
Tapeqty 8
Scissorsqty 6
Staplersqty 3
Wristband scissorsqty 2

Cloakroom

Cloakroom numbersqty 250
Clothes hangersqty 220
Cloakroom binsqty 8

Tips

Confirm the performance, programme, performers and crew before opening ticket sales. Use the technical rider to check whether the venue can support the required PA speakers, mixing console, microphones, monitors and amplifiers.
Handle music rights early, ideally several weeks before promotion begins. Rights questions can affect the programme, printed materials and whether a planned song or scene can be performed.
Build the stage and microphone plan before the technical delivery arrives. Mark stage sections, steps, microphone positions, DI boxes, monitors and cable routes so the crew is not solving layout problems during the soundcheck.
Plan scene transitions with timed cues and a printed run sheet. Include lighting changes, playback from the laptop, performer entrances and any movement of furniture so each transition has a clear owner.
Check food and reception numbers after registrations close, not only when tickets first go on sale. Confirm dietary requirements, catering quantities, name badges, audience seating, coat racks and the printed programme before show day.

Frequently asked questions

How far in advance should I organise a rock opera?: Start at least 8 to 12 weeks before the performance. Confirm the venue, programme, performers, crew and music rights first, then allow time for ticket sales, promotion, technical planning and catering.
When should I book the technical equipment for a rock opera?: Reserve delivery at least 3 to 4 weeks before the show, once the technical rider and stage layout are clear. Reconfirm the delivery time during the final week and check microphones, speakers, monitors, cables, power strips and spare batteries.
How many microphones do I need for a rock opera?: There is no single number: base the microphone plan on the cast, band and programme. Finalise it after confirming performers, then allow at least 1 spare microphone and keep spare batteries ready for every wireless unit.
When should I print the run sheet and contact list?: Print both 1 to 2 days before the performance, after the programme, scene transitions, crew and transport details are confirmed. Keep copies at the control desk, backstage and with the person coordinating the show.

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