Street Theatre Festival Checklist

A street theatre festival needs more than booked performers and a printed programme. You also need permission for public spaces, a clear route between play locations, reliable sound and power, crowd control, and volunteers who know their posts. Use this checklist to work backwards from the festival day: confirm the programme first, then arrange transport, catering, equipment and communications. The final week is for weather checks, shopping, printing, chilling drinks and making sure every performer has the latest information.

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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

Check permits and notifications
Contact performers
2 people
Confirm performers
Compile program
2 people
Set the play locations
2 people
Develop route and crowd flow
2 people
Send artist information
Send invitations
2 people
Publish promotional texts
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Reserve artist transport
Check power outlets
2 people
Book catering
Calculate drink stock
Design program leaflets
Have program brochures printed
Check the weather forecast
Inform the performers again
Do the shopping
3 people
Collect materials
3 people
Sort program leaflets
2 people
Chill drinks
2 people
Inspect the venue in advance
2 people

Event

Cordon off the area
4 people
Set up tables and chairs
4 people
Set up tent and parasols
4 people
Mark play areas
3 people
Set up the artist reception
2 people
Set up sound equipment
3 people
Safely cover power cables
2 people
Hang decor and signage
3 people
Set up the info point
2 people
Set up catering point
3 people
Place waste stations
2 people
Prepare first aid supplies
Check in the artists
2 people
Escort artists to locations
3 people
Perform sound check
3 people
Carry out the final site check
3 people
Welcome the audience
4 people
Hand out program brochures
3 people
Support street performances
6 people
Keep audience areas clear
4 people
Serve catering
4 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check the venues in between
3 people
Manage artist breaks
2 people
Answer audience questions
2 people
Announce the final program
See off the artists
2 people
Ensure the audience leaves safely
4 people

Aftercare

Turn off the sound equipment
2 people
Clear the catering point
3 people
Collect waste
4 people
Remove decorations
3 people
Take down tables and chairs
4 people
Take down tent and parasols
4 people
Clean the grounds
4 people
Check materials
2 people
Wash dishes
2 people
Clean borrowed items
2 people
Return materials
2 people
Store leftover drinks
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Party tentsqty 3
Parasolsqty 6
High tablesqty 8
Bar stoolsqty 12

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Mixer
Microphone standsqty 4
Extension cordsqty 8
Cable reelsqty 4
Cable matsqty 12
Rechargeable work lightsqty 6
Power banksqty 6
Crowd barriersqty 30
Barrier tapeqty 8
Traffic conesqty 20
Sandbagsqty 20
Hand trucksqty 3
Clipboardsqty 8
Walkie-talkiesqty 8
Charging station
First aid kitsqty 2
Flashlightsqty 6
Rain ponchosqty 20
Umbrellasqty 10

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 12
Colorful clothsqty 10
Paper flowersqty 40
Balloonsqty 100
Balloon weightsqty 12
Decorative chalkboardsqty 8
Chalk markersqty 12
Cable tiesqty 200
Gaffer tapeqty 8

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Ice packsqty 30
Bottle openersqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Rubber glovesqty 12
Paper towel rollsqty 12
Hand sanitizerqty 8

Catering

Groceries

Tips

Start permits and public-space notifications before confirming the final route. Locations, crowd flow and traffic measures can affect what approval you need, so leave several weeks for responses and changes.
Build the programme around movement time, not just performance length. Allow at least 15 minutes between locations for the audience to move, volunteers to guide them and performers to reset.
Give every volunteer a specific location and shift time. Assign people to entrances, route points, performer support and crowd barriers rather than relying on a general call for help.
Test the technical setup at each play location before festival day. Check outlets, extension cords, cable reels, cable mats, microphones and battery-powered speakers in the same positions you plan to use.
Do the final weather check 24 hours before opening. Use the result to decide where party tents, parasols, lights, barriers and performer communications are needed, then send the updated instructions again.

Frequently asked questions

How far in advance should I plan a street theatre festival?: Start at least 8 to 12 weeks ahead. Use the first weeks for permits, performers, locations and the route; leave the final 7 days for printing, shopping, weather checks and confirmations.
How many volunteers do I need for a street theatre festival?: Plan for at least one volunteer at each audience entry point and route junction, plus one person per performance area and a small coordination team. Add extra cover for breaks so key posts are not left unattended.
How much time should I allow between street theatre performances?: Allow 15 to 20 minutes between performances at different locations. This gives the audience time to move, volunteers time to manage crowd flow and the crew time to check sound and reset equipment.
When should I confirm performers and send the final programme?: Confirm performers no later than 2 weeks before the festival and send the final artist information at least 7 days before it starts. Reconfirm arrival, transport, location, running time and technical needs during the final week.

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.