Stage performance checklist: what to arrange and when

A stage performance depends on more than rehearsing the script. You need a clear order for registrations, role assignments, costumes, props, set pieces, music, lighting, sound, tickets, and front-of-house details. Start with the venue and cast information, then work toward production and technical checks. Leave enough time for a full dress rehearsal, because missing cables, costume repairs, unclear entrances, and incomplete guest lists are easier to fix before opening night.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm venue details
Make reservations
Collect text files
Confirm role assignments
2 people
Distribute rehearsal schedule
Develop the decor design
2 people
Create prop list
2 people
Inventory the costumes
2 people
Gather music files
Develop lighting plan
2 people
Develop the sound plan
2 people
Compile program
Print programs
2 people
Make name badges
Print tickets and guest list
Build set pieces
4 people
Paint set pieces
3 people
Gather props
2 people
Try on costumes
3 people
Repair costumes
2 people
Go through the technical setup
4 people
Full dress rehearsal
12 people
Check audience information
Do the shopping
2 people
Prepare materials
2 people

Event

Open venue
2 people
Unload equipment
4 people
Unload the decor
4 people
Check the stage floor
2 people
Set up decor
5 people
Set up audience seating
4 people
Set up the registration desk
2 people
Set up the cloakroom
2 people
Set up catering table
2 people
Chill drinks
2 people
Set up lighting
3 people
Set up the sound system
3 people
Test the equipment
3 people
Set up changing rooms
2 people
Lay out costumes
2 people
Set up props
2 people
Take care of makeup and hair
3 people
Direct actors
2 people
Welcome the audience
4 people
Hand out programs
2 people
Check tickets
2 people
Serve break drinks
3 people
Refill drinks
2 people
Tidy up the break room
2 people
Assist the performance
4 people
Receive audience questions
Guide the photo moment
2 people
Prepare the evening performance
4 people
Welcome evening guests
4 people
Check evening tickets
2 people
Guide the evening performance
4 people
Serve after-drinks
3 people
See the crowd off
2 people

Aftercare

Clear away props
3 people
Collect costumes
2 people
Switch off the equipment
3 people
Safely dismantle decor
5 people
Put the chairs back
4 people
Pack equipment
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Collect lost and found items
Inventory materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Audience chairsqty 120
Tablesqty 8
Folding chairsqty 12
Clothes racksqty 3
Coat racksqty 4
Stoolsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED theater spotlightsqty 6
Light standsqty 4
Light controller
Spare bulbsqty 8

Decorations

Backdropqty 2
Black drapesqty 6
Decorative panelsqty 6
Decorative plantsqty 8
Decorative paintingsqty 4
Adhesive hooksqty 20
Tableclothsqty 8
Program boardsqty 6
Directional signsqty 8
Name card holdersqty 20
Flower arrangementsqty 6
Kraft paperqty 2
Acrylic paintqty 12
Paintbrushesqty 12
Painter's tapeqty 6
Cable tiesqty 100
Ropeqty 2
Cable traysqty 12

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Scissorsqty 6
Packing tapeqty 6
Staplersqty 2
Spare batteriesqty 24

Tableware

Glassesqty 140
Coffee cupsqty 60
Coffee spoonsqty 60
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 12
Serving bowlsqty 10

Cleaning

Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Toilet cleaning brushesqty 2

Catering

Groceries

Costumes

Basic costume clothingqty 20
Costume accessoriesqty 30
Clothing coversqty 20
Clothes steamersqty 2

Make-up

Theater makeup setsqty 6
Makeup spongesqty 24
Makeup brushesqty 12
Makeup removerqty 4
Hairsprayqty 4
Mirrorsqty 6

Props

Table lampsqty 3
Tableware for decorqty 12
Books for decorqty 15
Decorative vasesqty 4
Suitcasesqty 4
Handbagsqty 6
Flashlightsqty 4
Notebooksqty 10
Pensqty 20

Safety

Flashlightsqty 4
Non-slip matsqty 8
Cable matsqty 12
Fire blanket
High-visibility vestsqty 6

Office

A4 paperqty 2
Ballpoint pensqty 20
Markersqty 12
Clipboardsqty 6
Notepadsqty 10

Tips

Confirm the venue layout at least 2 weeks before the performance, including audience seating, backstage space, power outlets, coat storage, and refreshment areas. A room that fits the audience may still lack enough space for set pieces, clothes racks, or technical equipment.
Set a deadline for text files, dietary requirements, registrations, and role confirmations at least 3 weeks before the performance. Late changes affect the rehearsal schedule, printed programs, tickets, guest lists, and name badges.
Check every costume and prop during one inventory session, not only on the day of the show. Try on costumes at least 7 days beforehand and repair or replace anything that restricts movement, makes noise, or cannot be changed quickly backstage.
Run the sound and lighting setup before the dress rehearsal, including microphones, mixer, speakers, laptop, cables, extension cords, power strips, spotlights, stands, and the light controller. Keep gaffer tape and spare bulbs available for last-minute fixes.
Schedule the full dress rehearsal at least 1 day before the performance and run it without skipping transitions. Test music cues, lighting changes, set pieces, props, costume changes, audience entry, programs, tickets, and refreshments from start to finish.

Frequently asked questions

How far in advance should I start planning a stage performance?: Start at least 6 to 8 weeks before the performance. Use the first 2 weeks for the venue, invitations, registrations, roles, text files, and the rehearsal schedule; reserve the final 2 weeks for production, printing, and technical checks.
When should costumes and props be ready for a stage performance?: Aim to have the first complete costume and prop inventory 2 weeks before the performance. Finish fittings and repairs at least 7 days before, then use the dress rehearsal to confirm that every item is available and practical during scene changes.
How long before the show should I do a technical rehearsal?: Do the initial technical setup and checks at least 3 to 5 days before the performance. Hold the full dress rehearsal 1 day before, with the actual music, microphones, lighting cues, set pieces, costumes, and props.
How many programs and name badges should I print?: Print one program for each expected guest, plus about 10% extra, and prepare one name badge for every performer, crew member, and organizer who needs identification. Finalize the guest list and registrations at least 3 days before printing.

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.