Street Theater Organizing Checklist

Street theater needs more than performers and a public space. You have to secure permission, plan how people move through the area, confirm technical needs and prepare for changing weather. This checklist takes you from the first bookings to the final venue inspection, including audience signs, power, cable safety and crew catering. Use it to keep the practical work in order and give yourself time to fix problems before the first performance starts.

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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

Apply for a permit
Reserve venue
Confirm performers
Request technical requirements
Check insurance
Create audience invitation
Distribute the audience invitation
2 people
Create the program
2 people
Send artist information
Set the audience route
2 people
Coordinate traffic measures
Check power outlets
2 people
Check the weather forecast
Collect materials
3 people
Do the shopping
2 people
Test equipment
2 people
Print the program
Set up catering for the crew
2 people
Inspect venue
3 people
Mark off audience sections
4 people
Set up tables and chairs
3 people
Set up the info point
2 people
Put up route signs
2 people
Connect lighting and power
3 people
Cover cables safely
2 people
Welcome performers
2 people
Set up artist room
2 people
Unload props
4 people
Carry out a sound check
2 people
Conduct a safety check
3 people

Event

Welcome the audience
4 people
Distribute program
2 people
Facilitate the first performance
3 people
Manage crowd flow
4 people
Hand out drinks
2 people
Refill drinks
2 people
Assist with the second performance
3 people
Provide a break area for artists
Answer audience questions
2 people
Guide the third performance
3 people
Turn on evening lighting
2 people
Support the final performance
3 people
Ensure the audience leaves safely
4 people
Check out artists
2 people

Aftercare

Load props
4 people
Switch off lights and power
2 people
Collect waste
4 people
Clean the venue
4 people
Clear tables and chairs
3 people
Remove barriers
3 people
Inventory materials
2 people
Return materials
2 people
Clean dishes and equipment
2 people
Store leftovers
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 24
Beer tablesqty 4
Clothes racksqty 2
Storage cabinetsqty 2
Parasolsqty 4

Equipment

Battery megaphonesqty 2
Wireless walkie-talkiesqty 8
LED floodlightsqty 6
Work lightsqty 4
Extension cordsqty 4
Power stripsqty 6
Cable matsqty 8
Rechargeable batteriesqty 24

Safety

Crowd barriersqty 20
Traffic conesqty 12
Bollardsqty 12
Barrier tapeqty 4
First aid kitsqty 2
Fire extinguishersqty 2

Decorations

Program postersqty 12
Route signsqty 8
Info boardsqty 3
Chalkboardsqty 4
Directional signsqty 12
Buntingqty 8

Office

Clipboardsqty 6
Ballpoint pensqty 30
Markersqty 12
Tape dispensersqty 4

Catering

Thermos flasksqty 4
Coolersqty 4
Reusable cupsqty 120
Coffee cupsqty 80
Coffee spoonsqty 20
Water jugsqty 6
Serving traysqty 4
Groceries

Cleaning

Waste binsqty 8
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Cleaning cartsqty 2
Microfiber clothsqty 20

Tips

Start permit and venue arrangements early: allow at least 6–8 weeks for approval, traffic measures and any insurance documents before announcing the event.
Confirm each performer’s arrival time, technical requirements and artist information no later than 2 weeks before the show. Use the final program to catch clashes between acts and audience routes.
Walk the full audience route with the venue contact before setup. Check entrances, power outlets, lighting positions and places where barriers, cones or route signs are needed.
Prepare for outdoor conditions the day before: check the forecast, protect cables with cable mats, and decide where tables, chairs, the info point and crew catering can move if the weather changes.
Test lighting, megaphones, walkie-talkies and power connections before the audience arrives. Charge rechargeable batteries, print the program and keep first aid and fire safety equipment accessible to the crew.

Frequently asked questions

How early should I apply for a street theater permit?: Start the permit application 6–8 weeks before the event. This gives the authority time to review the location, audience route, sound, safety arrangements and any traffic measures.
When should street theater performers be confirmed?: Confirm performers and their technical requirements at least 2 weeks before the event. Send the final artist information and program details once the running order and route are stable.
How do I plan the audience route for street theater?: Walk and mark the route at least 7 days before the performance, then inspect it again on setup day. Leave clear access at entrances and use signs, barriers or cones where spectators could block movement.
When should I test the equipment for a street theater event?: Complete a full equipment test on setup day, ideally 2–3 hours before the audience arrives. Test every power connection, light, communication device and battery-powered megaphone in its actual position.

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.