Theater festival checklist: what to arrange and when

A theater festival brings together several productions, performers, technical setups and audience flows, so small omissions quickly affect the whole day. Start with the date, program and venue, then confirm performers, registration, technical requirements and catering before ordering supplies. In the final week, close ticket sales, print brochures and name badges, test payment equipment, and check every cable and access point. Use this checklist to keep planning in the right order and avoid last-minute gaps at the entrance or backstage.

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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

Set the festival date and program
2 people
Reserve the Venue and Play Areas
Confirm performances and times
2 people
Invite Performers and Staff
2 people
Send invitations
2 people
Open online registration form
Process registrations
2 people
Collect dietary requirements
Close ticket sales and the guest list
Prepare program brochures
2 people
Send artist information
Gather technical requirements
2 people
Make material reservations
Calculate catering quantities
2 people
Check the shopping list
Do the shopping
3 people
Pick up drinks and chilled products
2 people
Finish the Program Brochures
2 people
Prepare name badges
Check equipment and cables
2 people
Review the performances technically
3 people
Arrange venue keys and access
Test the cash register and payment terminal
2 people
Open venue
2 people
Check the hall and entrance
2 people
Build stage sections
4 people
Arrange chairs in theater setup
4 people
Set up tables for reception
2 people
Set up the cloakroom
2 people
Hang lighting equipment
3 people
Connect sound equipment
3 people
Test microphones and music
2 people
Set up set pieces
3 people
Hang decoration at the entrance
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Build the catering buffet
2 people
Lay out program brochures and badges
2 people
Place route and room signs
2 people

Event

Welcome performers
2 people
Set up the artist dressing room
Open the public desk
2 people
Register visitors
3 people
Hand out program brochures
2 people
Escort guests to the hall
3 people
Facilitate the first performance
3 people
Change the Decor
4 people
Refill drinks
2 people
Serve snacks
3 people
Assist with the second performance
3 people
Check hall and foyer in between
2 people
Refill coffee and tea
2 people
Announce evening program
Guide the third performance
3 people
Restock break buffet
3 people
Guide the audience during the break
3 people
Host the fourth show
3 people
Set lighting cues for the finale
2 people
Support the closing performance
3 people
Escort performers to the closing
2 people
Provide the closing and thank-you speech
Guide departing visitors
3 people
Collect lost and found items

Aftercare

Close the register
2 people
Collect tableware and glasses
3 people
Package food safely
2 people
Empty trash bins
3 people
Clean the foyer
3 people
Clean the rooms
3 people
Pack up decor and props
4 people
Dismantle lighting and sound equipment
3 people
Put chairs and tables back
4 people
Dismantle stage sections
4 people
Hand over the venue
2 people
Sort leftover materials
2 people
Return borrowed materials
2 people
Clear away unused groceries
Handle lost and found

What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 10
Queue barriersqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Speaker cablesqty 4
Audio cablesqty 8
Laptop
Music player
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 12

Lighting

Stage spotlightsqty 6
Light standsqty 2
Light controller
Atmosphere lightsqty 12
Batteriesqty 24

Decorations

Backdrop clothsqty 3
Decorative panelsqty 6
Decorative plantsqty 8
Festival Flagsqty 20
Directional signsqty 12
Program boardsqty 5
Sticky tackqty 4
Gaffer tapeqty 6

Tableware

Water glassesqty 200
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 8
Ice packsqty 12
Aluminum foilqty 4
Cling filmqty 3

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning spongesqty 12
Hand soap dispensersqty 4
Paper towelsqty 8

Catering

Groceries

Tips

Confirm each performance time and technical requirement at least 2 weeks before the festival. Ask performers for setup time, microphone needs, lighting cues and any special stage requirements.
Close registrations and the guest list several days before the event, then use the final numbers for catering. Collect dietary requirements before calculating portions, rather than trying to adjust the order on the festival day.
Finish program brochures and name badges at least 1 day before opening. Print a small reserve set because late performer changes, misplaced badges and extra guests are difficult to handle once doors open.
Test the speakers, mixer, wireless microphones, microphone stands, cables, laptop and lighting before the technical review. Label extension cords and use cable mats wherever audience members or performers cross the route.
Arrange keys and venue access before the festival morning, with one named person responsible for opening. Before admitting guests, check the entrance, seating, queue barriers, cloakroom, stage, payment terminal and room signage.

Frequently asked questions

How far in advance should I organise a theater festival?: Set the date and reserve the venue as early as possible, then confirm the program and performers before opening registration. Aim to complete technical requirements, catering estimates and material reservations at least 2 weeks before the festival.
When should theater festival ticket sales close?: Close ticket sales and the guest list several days before the event, once you have a reliable attendance count. This gives you time to calculate catering, prepare name badges and print the correct number of brochures.
What technical equipment does a theater festival need?: Plan the equipment around the performances, but check speakers, a mixer, microphones, stands, audio cables, extension cords, power strips and lighting before the technical review. Complete the test at least 1 day before opening so faults can still be replaced or repaired.
When should I prepare the theater festival venue?: Arrange keys and access before the festival day and open the venue early enough for the final room and equipment check. Before guests arrive, inspect seating, stage sections, podium steps, queue routes, cloakroom, signage, payment equipment and all cable paths.

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.