School musical checklist: what to arrange and when

A school musical involves more than rehearsals and costumes. You need to lock in the date and hall, plan performances, manage ticket registrations, and coordinate sound, lighting, scenery and volunteers. Start with the venue and performance schedule, then work toward technical tests and the final audience setup. This checklist keeps practical details such as dietary requirements, microphones, programs and seating from being left until the last week.

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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 venue
2 people
Plan performances
3 people
Set ticket prices
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Register ticket sales
2 people
Confirm hall booking
Make a lighting and sound reservation
Collect script and music
2 people
Assign roles
3 people
Distribute rehearsal schedule
2 people
Inventory the costumes
3 people
Alter costumes
3 people
Gather props
3 people
Make decor panels
5 people
Paint the decor
5 people
Develop lighting plan
2 people
Test music and cues
3 people
Check the microphones
2 people
Set up audience seating
2 people
Print the program
2 people
Make name badges
2 people
Print volunteer instructions
Order catering
2 people
Check the shopping list
2 people
Check tableware stock
2 people
Conduct the technical rehearsal
6 people
Run general rehearsal
15 people
Do the shopping
3 people
Pack clothing and props
4 people
Chill drinks
2 people
Clear the hall floor
4 people

Event

Bring decorations to the hall
6 people
Set up the stage and décor
6 people
Set up audience seating
5 people
Set up the registration desk
2 people
Set up the cloakroom
2 people
Build the catering buffet
4 people
Prepare snacks
4 people
Make coffee and tea
2 people
Connect the technical equipment
3 people
Test the lights and sound
3 people
Lay out costumes
3 people
Set up props
3 people
Have players get face-painted
4 people
Get players changed
4 people
Give instruction to public guides
2 people
Open the doors
3 people
Welcome visitors
4 people
Hand out programs
2 people
Carry out ticket checks
2 people
Facilitate the first performance
6 people
Serve break drinks
6 people
Refill drinks
2 people
Guide the audience to the exit
3 people
Check the venue during the event
2 people
Assist with the second performance
6 people
Serve the break buffet
6 people
Refill drinks
2 people
See the audience out
3 people

Aftercare

Dismantle decor and props
6 people
Switch off the equipment
3 people
Collect costumes
3 people
Wash dishes
4 people
Collect waste
3 people
Clean the room
5 people
Put furniture back
4 people
Collect lost and found items
2 people
Store decor and materials
4 people
Return borrowed materials
2 people
Wash costumes
3 people
Check and store leftovers
2 people

What to bring

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

Furniture

Audience chairsqty 120
Foldable tablesqty 8
Beer tablesqty 4
Clothes racksqty 3
Coat racksqty 4
Bar stoolsqty 4
Waste binsqty 6
Stage blocksqty 12
Decorative panelsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 140
Mugsqty 40
Cake platesqty 120
Paper napkinsqty 300
Teaspoonsqty 50
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 12
Laptop
Playlist controller
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
LED garlandsqty 6
Spare flashlightsqty 10

Decorations

Balloonsqty 150
Balloon ribbonqty 4
Party buntingqty 12
Decorative clothqty 6
Stage curtainsqty 2
Plantersqty 6
Welcome sign
Directional signsqty 8
Program standsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Thermos flasksqty 6
Water jugsqty 8
Bread basketsqty 8
Serving traysqty 10
Pliersqty 8
Measuring cupsqty 2
Cutting board matsqty 4

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4
Disinfectant sprayqty 4

Catering

Groceries

Tips

Confirm the hall booking and technical reservations before publishing invitations. Check that the space can accommodate your planned performances, audience seating, stage blocks and backstage storage.
Set ticket prices and open registrations early enough to track sales and collect dietary requirements. Close or review registrations at least 7 days before the first performance so catering and seating numbers are usable.
Schedule costume and prop checks before the final rehearsals, not on opening day. Inventory the costumes, alter anything that needs fixing, and place props and decorative panels where the cast and crew can find them.
Run a complete sound and lighting test with the actual script, music and performance cues. Test every wireless microphone, speaker, mixer, cable, spotlight and extension lead at least once before the dress rehearsal.
Prepare front-of-house materials before doors open. Print the program and volunteer instructions, make name badges, and set out chairs, coat racks, waste bins and serving items with a clear team responsible for each area.

Frequently asked questions

How far in advance should I start planning a school musical?: Start at least 12 weeks before the first performance. Confirm the date and venue first, then allow time for ticket sales, rehearsals, costume changes, scenery, technical planning and volunteer coordination.
When should tickets go on sale for a school musical?: Open ticket sales around 6 to 8 weeks before the performance. Review registrations weekly and finalise audience numbers and dietary requirements at least 7 days beforehand.
When should sound and lighting be tested for a school musical?: Complete an initial equipment check at least 2 weeks before opening, then run a full cue-to-cue test during the final week. Test microphones, music, speakers, mixer, cables and spotlights with the performance sequence.
How many rehearsals should a school musical have before opening night?: Plan regular rehearsals throughout the production period and reserve at least 2 full run-throughs in the final week. Include one dress rehearsal with costumes, props, scenery, sound and lighting.

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.