Theater festival checklist and planning guide

A theater festival needs more than a confirmed program. You also have to coordinate theater groups, permissions, insurance, technical equipment, volunteers, catering, registrations, and the venue setup. This checklist puts the work in a practical order, from confirming the date and location to opening the venue and seating the audience. Use it to spot the details that are often left until the final week, such as dietary requirements, loading access, run sheets, and equipment testing.

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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 the festival date and location
2 people
Contact theater groups
2 people
Compile program
3 people
Confirm performances and times
2 people
Check permits
Check insurance details
Make material reservations
2 people
Book catering
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Publish on social media
Process registrations
2 people
Collect dietary requirements
Send visitor information
2 people
Print the run sheet
Prepare name badges
2 people
Sort program leaflets
2 people
Do the shopping
3 people
Collect set pieces
2 people
Test technical equipment
3 people
Open venue
2 people
Clear the loading and unloading area
2 people
Set up the stage
5 people
Set up chairs
4 people
Set up tables
3 people
Set up the registration desk
2 people
Set up backstage
3 people
Set up set pieces
4 people
Hang decorations
3 people
Hang and aim the lights
3 people
Connect sound
3 people
Test microphones
2 people
Test the lighting plan
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
4 people
Put out program brochures
2 people
Brief audience guides
2 people

Event

Welcome performers
3 people
Check in the performers
2 people
Welcome the audience
4 people
Check tickets
2 people
Distribute program
2 people
Give the opening speech
Facilitate the first performance
3 people
Serve break drinks
4 people
Refill drinks
2 people
Assist with the second performance
3 people
Escort audience to the hall
3 people
Guide the evening performance
4 people
Serve the evening break
4 people
Moderate audience questions
2 people
Support the closing performance
4 people
Lead the final applause moment
2 people
Guide the audience to the exit
3 people
Collect lost and found items
2 people

Aftercare

Secure leftover catering
3 people
Switch off equipment
2 people
Dismantle set pieces
4 people
Dismantle the stage
5 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed equipment
2 people
Hand over the venue
2 people
Return performer equipment
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 100
Stage matsqty 6
High tablesqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Stage monitorsqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Laptop
Music player

Lighting

Theatre spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12
Battery lampsqty 8

Decorations

Black stage drapesqty 6
Backdrop clothqty 2
Decorative panelsqty 8
Festival bannerqty 2
Directional signsqty 12
Program standsqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Paper garlandsqty 10

Tableware

Dinner platesqty 200
Dessert platesqty 200
Coffee cupsqty 120
Water glassesqty 220
Wine glassesqty 120
Coffee spoonsqty 120
Tablespoonsqty 200
Forksqty 200
Knivesqty 200
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Cooling racksqty 4
Aluminum foilqty 4
Cling filmqty 4

Catering

Cash drawer
Payment terminal
Menu boardsqty 4
Allergen chartqty 4
Drink dispensersqty 4
Serving traysqty 8
Bread basketsqty 8
Ice packsqty 24
Groceries

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Toilet brushesqty 4
Rubber glovesqty 8
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Other

Admission wristbandsqty 250
Name badgesqty 80
Ballpoint pensqty 30
Clipboardsqty 6
Notepadsqty 10
Gaffer tapeqty 8
Cable tiesqty 200
Scissor setsqty 6
Tool casesqty 2
First aid kitsqty 2

Tips

Confirm the date and venue before approaching theater groups, then allow at least two weeks to build the program and confirm each performance time. Keep one written version of the schedule for groups, volunteers, and the technical team.
Check permits and insurance details early, ideally at least four weeks before the festival. Requirements can affect the venue, audience capacity, stage setup, catering, or the use of lighting and sound equipment.
Recruit volunteers before sending final visitor information. Assign clear shifts for registration, guiding visitors, the cloakroom, backstage support, and venue closing; plan at least one named backup for each critical role.
Collect dietary requirements when processing registrations and give the caterer a final count before the event. Also confirm when food can be delivered and where tables, bar stools, and high tables can be placed without blocking audience movement.
Reserve technical and venue equipment before the final week, then test the speakers, mixing desk, wireless microphones, DI boxes, monitors, cables, spotlights, and lighting controller on site. Keep the loading zone clear and print the run sheet before opening the venue.

Frequently asked questions

How far in advance should I organize a theater festival?: Start confirming the date, location, permits, and theater groups at least eight weeks ahead. Finalize the program, volunteers, catering, registrations, and equipment during the following weeks, with a technical test before the event day.
How do I make a theater festival schedule?: List each performance, setup period, changeover, break, and closing time in one run sheet. Confirm every slot with the theater groups at least two weeks before the festival and print the final version for the team.
How many volunteers do I need for a theater festival?: The number depends on audience size and venue layout, but assign separate coverage for registration, visitor guidance, the cloakroom, backstage support, and closing. Create shifts of about two to three hours and add at least one backup for essential positions.
When should theater festival equipment be tested?: Test the stage, sound, microphones, cables, monitors, and lighting during the venue setup, not when the first audience arrives. Allow at least two hours for the technical check so faults can be fixed or replacement equipment arranged.

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.