Site-Specific Theatre: Evening Performance Checklist

A site-specific evening performance needs more than a show schedule. You are coordinating a venue, a moving audience, technical equipment, food service and clear instructions for people arriving after dark. This checklist puts the work in a usable order, from confirming capacity and permits to testing sound, marking the route and leaving the venue clean. It also helps you catch details that are often arranged too late, such as weather protection, dietary requirements, lighting between locations and delivery or collection times.

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

Confirm the performance and venue
2 people
Check permits and notifications
Determine audience capacity
2 people
Develop route and crowd flow
2 people
Send invitations
2 people
Open online ticket sales
Process registrations
Collect dietary requirements
Order catering
Schedule audience hosts
Plan the technical rehearsal
2 people
Arrange deliveries and pickup appointments
Publish audience information
Check the weather forecast
Print the schedule and route
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Hand over the venue clean and empty
2 people
Mark the decor and play areas
3 people
Set out weather protection
2 people
Test the equipment
2 people
Prepare catering
2 people
Set up set pieces
3 people
Set up the audience area
4 people
Set up chairs
4 people
Set up tables for reception
2 people
Set light positions
2 people
Set up the sound system
3 people
Check the microphones
2 people
Safely finish power cables
2 people
Set up decor and props
3 people
Hang route signs
2 people
Check toilets
Conduct a safety check
2 people
Set up the changing area
2 people
Lay out costumes and props
2 people
Conduct the technical rehearsal
4 people

Event

Welcome actors
2 people
Have actors change costumes
Do the final decor check
2 people
Hold crew briefing
4 people
Prepare the audience reception
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Staff entrance and ticket checks
3 people
Guide the audience to the play area
4 people
Distribute welcome information
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide audience to seats
3 people
Set up lights and sound
2 people
Assist the performance
4 people
Guide the audience during the break
3 people
Serve break drinks
3 people
Guide the audience afterward
3 people
Facilitate the debrief
2 people

Aftercare

Collect leftovers and waste
3 people
Collect tableware and glasses
2 people
Dismantle lighting and sound equipment
3 people
Dismantle decor and props
3 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people
Clean and store costumes
2 people
Clear away leftover catering
2 people
Archive ticket details
Register lost and found items

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Dressing room racksqty 4
Folding benchesqty 4
Coat racksqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Laptop for playback

Lighting

LED theater spotlightsqty 8
Light standsqty 4
Work lightsqty 4
Flashlightsqty 6
Batteriesqty 24

Decorations

Black fabricqty 6
Decorative panelsqty 8
Prop cratesqty 4
Decorative plantsqty 6
Route signsqty 12
Directional signsqty 20
Program boardsqty 4
Dressing room mirrorsqty 4
Clothes hangersqty 40
Clothing coversqty 20

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Food containersqty 12
Corkscrewqty 2

Cleaning

Bucketsqty 4
Spongesqty 8
Floor squeegeesqty 2
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8
Barrier tapeqty 4
Non-slip matsqty 8

Office

Program bookletsqty 130
Ticket scannersqty 2
Clipboardsqty 4
Pen setsqty 4
Name stickersqty 40
Gaffer tapeqty 8
Cable tiesqty 200

Catering

Groceries

Tips

Set the audience capacity before opening ticket sales. Base it on the narrowest route section, available chairs or benches, venue rules and the number of hosts who can safely guide groups.
Plan the technical rehearsal at the venue, not just on paper. Test wireless microphones, playback, speakers, lighting, extension cords and cable mats in the actual route, including any dark transitions.
Publish arrival information at least 3–5 days before the performance. State where to meet, when to arrive, how long the route takes, what footwear is suitable and whether the audience moves between indoor and outdoor areas.
Confirm catering quantities only after registrations close and dietary requirements are collected. Keep a written count and allow enough time to prepare, serve and clear food without delaying the performance.
Use a timed delivery and setup plan for set pieces, chairs, signs, dressing-room items and technical equipment. Arrange collection appointments before the event; otherwise equipment and materials can remain in the venue after handover.

Frequently asked questions

How far in advance should I organise a site-specific theatre performance?: Start at least 8–12 weeks ahead for a small evening performance. Confirm the venue, capacity, permits, route and technical needs first, then open ticket sales once the audience plan is workable.
When should ticket sales open for a site-specific theatre event?: Open sales around 4–6 weeks before the performance if the date, venue, capacity and route are confirmed. Close or review registrations early enough to order catering and assign audience hosts.
How long should a technical rehearsal take?: Allow at least 3–4 hours for a site-specific evening performance, and longer if the audience moves between several areas. Include time to test microphones, playback, lighting, power, cable protection and work lights after dark.
When should I send audience information?: Send the practical audience details 3–5 days before the performance, then repeat the meeting point and arrival time on the day. Include route length, weather advice, accessibility information and any movement between locations.

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.