Street theatre checklist: what to arrange and when
A street theatre event needs more than booked performers and a public space. You also need permits, defined playing areas, artist contracts, power, toilets, traffic control and a clear weather plan. Work through the arrangements in sequence, then use the final days for shopping, material checks and a site inspection. This checklist covers the practical details that are often left until the last minute, including artist reception, route signs and crew communication.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Book street theatre acts
2 people
Apply for a permit
Determine the venue and playing areas
2 people
Confirm artist contracts
Check insurance details
Create schedule and game times
2 people
Send artist briefing
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve power outlets
Reserve toilets
Arrange waste collection
Coordinate traffic measures
2 people
Check emergency exits
2 people
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Inventory materials
2 people
Prepare artist reception
2 people
Make route signs
2 people
Print crew schedule
Communicate the weather plan
Event
Inspect the site
3 people
Set up traffic barriers
4 people
Mark off play areas
3 people
Set up tents
4 people
Set up tables and chairs
3 people
Set up decor pieces
3 people
Hang up decorations
2 people
Hang lighting
3 people
Secure power and cables
2 people
Test speakers and microphones
2 people
Welcome performers
2 people
Set up the artists' dressing room
2 people
Put up program and route signs
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Brief crowd guides
2 people
Carry out opening check
3 people
Welcome the audience
4 people
Support the first act
3 people
Guide the second act
3 people
Manage crowd flow
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Refill coffee and tea
2 people
Supervise the third act
3 people
Guide the fourth act
3 people
Answer audience questions
2 people
Keep play areas clear
2 people
Remove litter
2 people
Check the lighting
2 people
Support the evening program
4 people
Guide the final act
3 people
See the audience out
4 people
Close out beverage stock
2 people
Collect set pieces safely
3 people
Aftercare
Switch off equipment
2 people
Take down tents
4 people
Clear tables and chairs
3 people
Remove traffic barriers
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
4 people
Dry and sort materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost and found items
Check out artists
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- High tablesqty 8
- Foldable tablesqty 6
- Folding chairsqty 80
- Coat racksqty 2
- Changing room screensqty 4
- Clothes hangersqty 40
Equipment
- Battery-powered speakersqty 4
- Wireless microphonesqty 4
- Microphone standsqty 4
- Extension cordsqty 4
- Power stripsqty 8
- Cable matsqty 12
- Traffic barriersqty 20
- Bollardsqty 24
- Barrier tapeqty 6
- Conesqty 20
- Walkie-talkiesqty 8
- Power banksqty 8
- Megaphonesqty 2
- Fire extinguishersqty 4
- Flashlightsqty 6
- Tool casesqty 2
Lighting
- LED light garlandsqty 8
- LED construction lightsqty 6
- Battery lanternsqty 8
Decorations
- Decorative clothsqty 12
- Buntingqty 10
- Balloonsqty 200
- Cable tiesqty 200
- Ropeqty 100
Tableware
- Reusable cupsqty 400
- Reusable coffee cupsqty 120
- Platesqty 250
- Cutlery setsqty 250
- Coffee potsqty 4
- Thermos flasksqty 6
Kitchen
- Coolersqty 6
- Ice cubesqty 20
- Serving tongsqty 8
- Serving traysqty 12
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 6
- Towelsqty 12
Cleaning
- Waste binsqty 12
- Broom setsqty 4
- Litter pickersqty 4
- Bucketsqty 6
- Mopsqty 4
- First aid kitsqty 2
Catering
- Groceries
Tips
- Start permits and traffic measures early: allow at least 6–8 weeks for applications, especially if performances affect roads, pedestrian routes or emergency access.
- Define each playing area before publishing the schedule. Mark entrances, audience space, performer access and cable routes so power leads can be covered with cable mats rather than crossing walkways.
- Send the artist briefing at least 7 days before the event. Include arrival time, changing arrangements, reception details, playing locations, contact numbers and the weather plan.
- Check power and sound separately for every playing area. Battery-powered speakers and microphones reduce cable runs, but extension cords, power strips and reserved outlets should still be tested during the site inspection.
- Finish the operational check 24–48 hours before opening. Confirm toilets, waste collection, signs, barriers, cones, walkie-talkies, lighting and the crew schedule rather than discovering gaps during setup.
Frequently asked questions
- How far in advance should I organise a street theatre event?
- Start planning at least 8–12 weeks ahead. Book acts and confirm the venue first, then allow 6–8 weeks for permits, traffic arrangements and other public-space requirements where applicable.
- What should be included in a street theatre artist briefing?
- Send it at least 7 days before the event. Include arrival and performance times, playing areas, access instructions, changing arrangements, artist reception details, contact numbers and the agreed weather plan.
- How do I plan power for street theatre?
- Map every outlet and cable route during the venue check, then test the setup no later than 24 hours before the event. Keep cables away from audience paths or cover them with cable mats, and use battery-powered speakers where possible.
- When should I check the weather for outdoor street theatre?
- Make the first forecast check 3–5 days before the event and confirm it again on the morning itself. Communicate the final weather plan to artists, crew and relevant suppliers before setup begins.
Start this plan in Lizzt
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