Stage performance checklist: organise the show step by step

A stage performance needs more than a cast and a script. You have to secure the room, check performance rights, build a rehearsal schedule and coordinate invitations, registrations and ticket sales. Props, costumes, scenery and technical equipment also need time for testing before the audience arrives. Use this checklist to keep creative, practical and front-of-house work moving together, with the general rehearsal as your final full run-through.

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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

Reserve the room
Set the performance date
2 people
Select script
3 people
Check copyright
Assemble the cast
2 people
Assign roles
2 people
Create rehearsal schedule
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register ticket sales
2 people
Compile program
2 people
Have programs printed
Create prop list
2 people
Collect costumes
3 people
Develop the decor design
3 people
Make decorative elements
4 people
Purchase props
2 people
Develop the technical plan
2 people
Set up audience seating
2 people
Assign volunteers
2 people
Order catering
2 people
Test the equipment
3 people
Run general rehearsal
8 people
Record the final changes
2 people
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Open hall
2 people
Set up stage sections
4 people
Set up decor
4 people
Set up chairs
4 people
Set up tables for reception
2 people
Connect sound equipment
3 people
Hang lighting
3 people
Set lighting scenes
2 people
Test microphones
2 people
Set up props
2 people
Lay out costumes
2 people
Set up makeup corner
2 people
Set up the catering table
2 people
Set out the programs
Signpost the entrance
Check public area
2 people
Review decor and equipment
3 people
Have actors change costumes
2 people

Event

Welcome guests
3 people
Check tickets
2 people
Hand out programs
2 people
Serve coffee and tea
3 people
Guide audience to their seats
3 people
Announce the performance
Perform the opening act
8 people
Refill drinks
2 people
Serve break snacks
3 people
Call the audience back
Perform the second act
8 people
Lead the applause moment
2 people
Host a post-show talk with the audience
3 people
Serve drinks
3 people
Have the actors do a post-show discussion
2 people
See the audience out
3 people
Close the register
2 people

Aftercare

Take down the décor
4 people
Switch off equipment
2 people
Pack props
2 people
Collect costumes
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Put furniture back
4 people
Check materials
2 people
Store equipment safely
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Wash costumes
2 people
Store decor
3 people

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Bar stoolsqty 4
Clothes racksqty 3
Coat racksqty 2
Stage sectionsqty 6
Stoolsqty 6
Side tablesqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Pastry platesqty 120
Teaspoonsqty 120
Cake forksqty 120
Serving traysqty 8
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 8

Decorations

Theater curtainsqty 2
Backdrop
Decorative panelsqty 6
Decorative plantsqty 6
Tableclothsqty 8
Directional signsqty 6
Cloakroom numbersqty 150
Photo framesqty 6
Artificial flowersqty 8

Equipment

Speakersqty 2
Microphonesqty 4
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Flashlightsqty 4
Headsetsqty 4

Lighting

LED spotlightsqty 6
Light standsqty 4
Atmosphere lightsqty 8

Kitchen

Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Serving tongsqty 6
Cake serversqty 3
Cutting boardsqty 3
Bread knivesqty 3
Waste binsqty 6
Serving traysqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the performance date and reserve the room before confirming the cast. Allow enough time for rehearsals, the technical setup and one uninterrupted general rehearsal.
Check copyright as soon as you select the script. Rights approval can take several weeks, so do not advertise the performance or print invitations until you know the script may be performed.
Create the rehearsal schedule around the scenes, not just the available evenings. Book extra sessions for cast members who carry major roles and schedule the full cast run before opening night.
Finish the technical plan before buying or building props and scenery. Test speakers, microphones, stands and the mixer in the actual room, because layout and acoustics can change what you need.
Count audience seating, programs and catering from confirmed registrations rather than early interest. Keep a final headcount deadline, then prepare signs, cloakroom numbers, water service and volunteer assignments before doors open.

Frequently asked questions

How far in advance should I plan a stage performance?: Start planning at least 8 to 12 weeks before the performance date. This gives you time to secure the room, confirm script rights, assemble the cast, schedule rehearsals and organise printing, props and equipment.
When should rehearsals start for a stage performance?: Begin rehearsals as soon as the cast and roles are confirmed, ideally 6 to 8 weeks before the show. Reserve the final 1 to 2 weeks for full runs, technical work and correcting timing or scene changes.
When should I send invitations for a stage performance?: Send invitations 3 to 4 weeks before the performance. Set a registration deadline about 7 days before the event so you can confirm seating, dietary requirements, programs and catering quantities.
When should I run the general rehearsal?: Run the general rehearsal no later than 1 to 3 days before the performance, using the planned seating, costumes, props, scenery and technical equipment. Keep the full run uninterrupted so you can identify delays before the audience arrives.

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.