Theater Festival Checklist

A theater festival involves more than booking performances and opening the doors. You need a confirmed venue, signed performer agreements, a workable schedule, permits, technical specifications, volunteers, audience information, and a clear setup plan. Start with the date, location, and program, then work toward registrations, equipment, catering, signage, and printed materials. This checklist helps you see what needs arranging and when, including details that are often left until the final week.

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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

Confirm festival date and location
Finalize the schedule and game times
2 people
Contact performers
2 people
Confirm performances and contracts
2 people
Make venue reservations
Check permits and notifications
Recruit volunteers
2 people
Assign tasks to volunteers
2 people
Send invitations
2 people
Announce the festival online
Process registrations
2 people
Collect dietary requirements
Publish audience information
Have program brochures printed
Collect artist information
Gather technical requirements
2 people
Reserve technical equipment
Calculate catering quantities
2 people
Check the shopping list
2 people
Create route and signage
Prepare name badges
2 people
Sort program leaflets
2 people
Check decorations
2 people
Collect materials
2 people
Do the shopping
3 people
Store refrigerated goods chilled
2 people
Set out non-perishable groceries
2 people
Confirm performers and volunteers
Check the weather forecast
Open venue
2 people
Bring materials to the venue
4 people
Clean the audience area
3 people
Check the stage floor
2 people
Set up tables and chairs
5 people
Set up the information desk
2 people
Set up catering tables
3 people
Set up stage decor
3 people
Hang decorations
3 people
Set up signage
2 people
Connect sound equipment
2 people
Test microphones
2 people
Test lighting equipment
2 people
Conduct the technical rehearsal
4 people
Set up artist dressing rooms
2 people
Prepare artist reception
2 people
Prepare snacks
4 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set out tableware and cutlery
2 people
Set up registration desk
2 people
Put out program brochures
2 people
Check safety and escape routes
2 people
Brief volunteers
3 people

Event

Welcome performers
2 people
Welcome the audience
4 people
Check off registrations
2 people
Hand out program brochures
2 people
Give the opening speech
Facilitate the first performance
3 people
Manage audience changeover
3 people
Assist with the second performance
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide the third performance
3 people
Serve the artists' meal
3 people
Moderate audience questions
2 people
Host the fourth show
3 people
Provide break and audience service
4 people
Guide the fifth performance
3 people
Deliver the closing speech
Guide the audience to the exit
3 people
Serve the last drinks round
2 people

Aftercare

Clear out the audience area
4 people
Collect tableware
3 people
Store leftovers refrigerated
2 people
Sort waste
3 people
Take down tables and chairs
5 people
Remove decorations
3 people
Switch off the equipment
2 people
Pack up equipment safely
3 people
Wash dishes
3 people
Clean the restrooms
2 people
Clean the floors
3 people
Make the venue ready for handover
3 people
Return materials
3 people
Return borrowed materials
2 people
Distribute leftover groceries
2 people
Collect lost and found items
Remove visitor information
2 people
Check out artists
2 people
Collect photo and video material
Collect unpaid expense claims
Collect audience feedback
Archive festival photos
Send thank-you message

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 14
Beer tablesqty 4
Bar stoolsqty 6
Coat racksqty 3
Changing room chairsqty 12
Waste binsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Spare batteriesqty 24
Presentation stand

Lighting

LED par spotsqty 8
Light standsqty 4
Work lightsqty 4
Mood lightingqty 6

Decorations

Stage drapesqty 4
Theater postersqty 12
Directional signsqty 10
Festival Flagsqty 8
Colorful ribbonsqty 6
Tableclothsqty 14
Changing room hooksqty 24

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Coolersqty 4
Hot traysqty 4
Aluminum foilqty 3
Food storage containersqty 12

Catering

Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 3
Cooler cratesqty 6
Coffee filtersqty 150
Paper napkinsqty 400
Wooden stir sticksqty 200
Paper cupsqty 200
Paper snack traysqty 250
Name badgesqty 40
Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpansqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8
Toilet brushesqty 4
Hand broomsqty 4

Information

Registration listsqty 6
Pensqty 30
Clipboardsqty 6
Wristbandsqty 220
Program leafletsqty 220
Name badge holdersqty 50
Cash walletsqty 2

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8
Barrier tapeqty 4
Non-slip matsqty 8

Changing rooms

Clothes hangersqty 60
Mirrorsqty 4
Clothes racksqty 4
Towelsqty 20
Water carafesqty 4

Tips

Confirm the venue and festival date before contacting performers, then allow several weeks to collect contracts, technical requirements, and artist information. Late technical details can affect microphones, speakers, lighting, stage drapes, and the layout of changing rooms.
Build the schedule around realistic changeover time. Allow at least 15 minutes between performances for audience movement, resetting the stage, checking microphones, and switching presentation or lighting equipment.
Recruit volunteers before registrations open and give each person one defined assignment. You will need coverage for registration, performer support, audience directions, changing rooms, catering, waste bins, and end-of-day clearing.
Check every cable and adapter against the technical requirements at least 7 days before the festival. Test active speakers, the mixer, wireless microphones, HDMI connections, extension cords, power strips, and spare batteries together rather than separately.
Prepare audience and venue information at least 3 days before opening. Print program leaflets and brochures, prepare name badges, sort directional signs, and mark routes to seating, toilets, changing rooms, exits, and the performance spaces.

Frequently asked questions

How far in advance should I plan a theater festival?: Start planning at least 3 to 6 months before the festival. Secure the venue and date first, then confirm performers, permits, volunteers, technical equipment, registrations, and catering in that order.
What technical equipment does a theater festival need?: The requirements depend on the performances, but allow time to arrange active speakers, a mixer, wireless microphones, microphone stands, DI boxes, lighting, HDMI cables and adapters, extension cords, power strips, gaffer tape, and spare batteries. Collect each performer’s technical information at least 4 weeks before the event.
When should I recruit volunteers for a theater festival?: Recruit volunteers at least 6 weeks before the festival, or earlier if registration is open for several weeks. Assign roles no later than 10 days before the event and send each volunteer their start time, location, and responsibilities.
How much time do I need for theater festival setup?: Allow at least 4 hours for venue setup, and longer if you are installing lighting, stage drapes, signage, seating, and technical equipment. Schedule a full sound and presentation check before the first audience members arrive, with a 30-minute buffer for corrections.

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.