Stage performance checklist and planning guide

A stage performance depends on many details being ready at the same time: the venue, cast, crew, audience information and technical setup. Use this checklist to work from the first booking through ticket sales, rehearsals, catering and the final run sheet. Check permits and copyright early, then leave enough time to test microphones, speakers and theatre spotlights. The final checks for costumes, props, decorations and shopping are easiest when completed against one shared list.

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

Book the performance and venue
Confirm match date and times
Confirm cast and crew
Check permits
Check copyright
Prepare show information
Send invitations
2 people
Open online ticket sales
Process registrations
Keep track of the visitor list
Collect dietary requirements
Publish promotional text
Design program booklet
Print program booklets
2 people
Order tickets and wristbands
Calculate catering quantities
Reserve catering supplies
Test sound and lighting
2 people
Check decorations
2 people
Check costumes
2 people
Check props
2 people
Print the run sheet
Distribute crew instructions
Check the shopping list
Do the shopping
2 people
Set out drinks chilled
2 people
Lay out costumes
2 people
Sort props
2 people
Check the hall and backstage
2 people
Check the stage floor
2 people
Set up decor
4 people
Set up lights and sound
3 people
Set up chairs
3 people
Set up the entrance and coat check
2 people
Set up foyer tables
2 people
Lay out program booklets
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Clear emergency routes
2 people
Carry out the final technical test
3 people
Have cast change clothes
2 people
Brief crowd guides

Event

Open the doors
3 people
Check tickets
2 people
Escort audience to the hall
3 people
Staff the cloakroom
2 people
Manage technical production for the performance
3 people
Carry out stage changes
3 people
Handle audience questions
Refill drinks
2 people
Serve break snacks
3 people
Reset the hall for the next event
3 people
Assist with the second performance
3 people
Welcome evening guests
4 people
Arrange evening break
3 people
Lead the applause moment
2 people
Guide the audience to the exit
3 people
Lock the cloakroom
2 people

Aftercare

Collect tableware
2 people
Store leftovers in the fridge
2 people
Dismantle the decor
4 people
Dismantle lights and sound
3 people
Pack props
2 people
Collect costumes
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the foyer
3 people
Clean the room
3 people
Inventory materials
2 people
Lock up the venue
2 people
Return rental items
2 people
Clean and store costumes
2 people
Collect photo and video material
Keep lost and found items

What to bring

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

Furniture

Stage sectionsqty 8
Theater seatsqty 110
Foyer tablesqty 4
Folding chairs backstageqty 8
Clothes racksqty 3
Coat racksqty 2
Waste binsqty 6

Equipment

Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Laptop
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Tool casesqty 2
Gaffer tapeqty 6
Cable tiesqty 100
Spare batteriesqty 24

Lighting

Theatre spotlightsqty 6
Light standsqty 3
LED lightsqty 4

Decorations

Backdrop
Side curtainsqty 4
Decorative plantsqty 6
Entrance signqty 2
Program standsqty 2
Tapeqty 6
Scissorsqty 4
Arrow stickersqty 30

Tableware

Water glassesqty 120
Coffee cupsqty 80
Teacupsqty 50
Dessert platesqty 120
Coffee spoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Bread tongsqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Storage boxesqty 8
Washing-up tubsqty 3

Catering

Cash drawer
Card machine
Ticket scannerqty 2
Program bookletsqty 120
Name stickersqty 120
Wristbandsqty 120
Cloakroom numbersqty 120
Groceries
Pensqty 12
Receipt rollsqty 4
Small change traysqty 2

Cleaning

Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Toilet brushesqty 2

Tips

Confirm the performance date, venue access times and finish time before inviting cast or audience. A one-hour difference can affect deliveries, catering, technical setup and crew call times.
Check permits and copyright requirements as soon as the performance and venue are booked. Some permissions can take several weeks, so do not leave them until the final week.
Open online ticket sales only after the performance information, seating plan and visitor process are clear. Keep one current attendee list and collect dietary requirements before ordering catering.
Test microphones, microphone stands, speakers, the mixing desk, laptop, cables and power strips in the actual room. Do this before the event day, then repeat a short sound and lighting check when the stage is fully set.
Print the run sheet, programme booklets and crew instructions before the final setup. Keep spare copies backstage, and check costumes, props, stage sections, seating and foyer tables against the shopping and equipment lists.

Frequently asked questions

How far in advance should I book a stage performance venue?: Book the performance and venue as early as possible, preferably several months before the planned date. This leaves time for permits, copyright checks, cast and crew confirmation, ticket sales and technical planning.
When should online ticket sales open for a stage performance?: Open sales once the date, times, venue information and seating details are confirmed. Allow at least 2 to 4 weeks for registrations, visitor-list updates and collecting dietary requirements.
When should I test the sound and stage lighting?: Complete a full technical test before the performance day, using the microphones, speakers, mixing desk and theatre spotlights in the venue. Repeat the sound and lighting check after the stage and seating are installed.
How many programme booklets and tickets should I print?: Print enough programme booklets and tickets for the confirmed audience, plus a small reserve of around 5 to 10 percent. Finalise the quantities after online registrations are processed and the visitor list is checked.

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.