Shakespeare Performance Checklist

A Shakespeare performance needs more than a cast and a script. You need a fixed date, a venue that can hold the audience and play area, a clear show schedule, and enough time to coordinate cast, crew, props, lighting and sound. This checklist takes you from first arrangements to opening the hall. Pay particular attention to technical checks, program booklets, dietary information and the final room layout, because these are easy to leave until the last day.

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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 performance date
2 people
Reserve the venue and hall
2 people
Set the show schedule
3 people
Confirm cast and crew
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Calculate catering quantities
2 people
Reserve technical equipment and materials
2 people
Design program booklets
Print the program booklets
Check decor and props
2 people
Create run sheet and room layout
2 people
Send audience information
Process registrations final
2 people
Do the shopping
3 people
Store drinks and food
2 people
Pack props
3 people
Open venue
2 people
Inspect the hall and entrance
2 people
Set up tables and chairs
6 people
Set up the play area
5 people
Hang backdrop and curtains
3 people
Set up set pieces
4 people
Set up lighting equipment
3 people
Connect sound equipment
3 people
Tape down cables securely
2 people
Set up the cash register and reception desk
2 people
Prepare programs and name tags
2 people
Prepare coffee and tea
3 people
Chill drinks
2 people
Prepare snacks
4 people
Build the catering buffet
3 people
Set up changing rooms
2 people
Receive and change the cast
3 people
Test microphones and lighting
4 people
Run a short rehearsal
8 people

Event

Open the doors and reception
5 people
Check in visitors
3 people
Guide visitors to their seats
3 people
Play the first part
10 people
Open the break buffet
4 people
Serve snacks and drinks
5 people
Refill drinks
2 people
Escort the audience back to the hall
3 people
Play the second part
10 people
Guide the cast and audience
4 people
Serve the informal drinks reception
5 people
Restock drinks and snacks
3 people
Collect tableware
3 people
Guide visitors to the exit
3 people

Aftercare

Clean up catering
4 people
Wash dishes
3 people
Dismantle hall furniture
5 people
Dismantle decor and props
4 people
Disconnect lights and sound
3 people
Collect and sort waste
3 people
Clean the restrooms
2 people
Clean the hall and entrance
4 people
Collect lost and found items
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Stackable chairsqty 110
Tablesqty 12
Reception desk
Coat racksqty 3
Changing room chairsqty 20

Equipment

Stage sectionsqty 12
Sound system
Wireless microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Lighting set
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Laptop

Decorations

Backdrop
Theater curtainsqty 2
Prop cratesqty 4
Decorative candlesticksqty 6
Entrance signqty 2
Program boardsqty 4

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Pitcherqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 4
Drink dispensersqty 2
Bottle openersqty 3
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice packsqty 20

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Program bookletsqty 120
Groceries

Tips

Set the show schedule before sending invitations. Include audience arrival, registration, seating, the performance, any interval and the expected finish time so guests know exactly what to expect.
Confirm the venue layout early, not on the performance day. Allow space for stage sections, backdrop and curtains, tables, chairs, coat racks, the reception desk and a clear entrance route.
Book and test technical equipment before the final week. Check the sound system, mixer, speakers, wireless microphones, lighting set, extension cords, power strips and cable mats together in the actual hall.
Finish audience administration before shopping for catering. Use the final registration count and collected dietary requirements to calculate food, drinks, plates, glasses, cups and cutlery instead of relying on a rough estimate.
Pack props and printed materials separately from food and drinks. Label the prop crates, program booklets and room-layout materials, then open the venue early enough to inspect the hall and entrance before setup begins.

Frequently asked questions

How far in advance should I organise a Shakespeare performance?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Confirm the cast and crew soon after, then allow the final 1 to 2 weeks for registrations, catering quantities, program printing and technical checks.
How many chairs do I need for a Shakespeare performance?: Plan one chair for every registered audience member, plus 5 to 10 spare chairs for late changes or accessibility needs. Keep additional space clear for the play area, entrance, reception desk and coat racks.
When should I print the performance program booklets?: Print the booklets 5 to 7 days before the show, once the schedule and cast details are final. This leaves time to check the copies and place them at the reception area or on the program boards.
When should I do the final Shakespeare performance setup?: Complete the final shopping and pack props on the day before the performance. Open the venue at least 3 hours before the audience arrives for the hall inspection, furniture setup, backdrop, set pieces, lighting and sound checks.

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.