Theatre evening checklist: what to arrange and when

A theatre evening depends on more than the performance itself. You need to coordinate the venue, cast and crew, ticketing, guest information, catering, décor and the technical setup in the right order. Start with the date, venue and schedule, then confirm people and open registrations before moving on to scripts, equipment and room setup. Use this checklist to catch details that are often left until the last day, such as dietary requirements, microphone checks, changing-room seating and foyer arrangements.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and venue
2 people
Set the game schedule
3 people
Make reservations
2 people
Confirm cast and crew
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Open ticket sales
2 people
Create the program
Develop the technical plan
2 people
Develop décor plan
2 people
Book catering
2 people
Assign volunteers
2 people
Print texts and scripts
Make cards and guest list
Check equipment
2 people
Check decor and props
3 people
Remind promotion
Check the shopping list
2 people
Do the shopping
2 people
Lay out clothing and makeup
2 people
Gather decorations
3 people

Event

Open venue
2 people
Inspect hall and foyer
2 people
Set up the stage
4 people
Set up audience seating
3 people
Set up decor
3 people
Set up props
2 people
Install lighting
2 people
Set up the sound system
2 people
Test the lights and sound
3 people
Set up changing rooms
2 people
Lay out clothing
2 people
Set up the makeup area
Prepare coffee and tea
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up the foyer
3 people
Lay out the programs
Set up the cash register and entrance
2 people
Give the artist briefing
2 people
Open the doors
3 people
Welcome guests
4 people
Hand out programs
2 people
Assist the performance
3 people
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
See guests out
3 people

Aftercare

Switch off equipment
2 people
Take down the décor
4 people
Clear away chairs and tables
3 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean changing rooms
2 people
Pack supplies
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Stage sectionsqty 6
Audience chairsqty 100
Foldable tablesqty 8
Reception table
Clothes racksqty 3
Changing room chairsqty 12
Waste binsqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 6
Laptop

Lighting

Theatre spotlightsqty 6
Light standsqty 4
Lightboard
Atmosphere lightsqty 6

Decorations

Backdrop
Curtainsqty 4
Decorative panelsqty 6
Prop tablesqty 2
Plantsqty 6
Menu Card Holdersqty 6

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue and performance schedule before inviting guests. Build in time for audience arrival, seating, scene changes and a technical run-through rather than planning only the show itself.
Open ticket sales or registrations early enough to collect dietary requirements before catering is booked. Recheck the final guest list at least 48 hours before the event so seating, menus and reception materials match.
Test every technical item in the actual room, including wireless microphones, the mixer, speakers, cables, power strips and theatre spotlights. A sound check on the event day should happen before guests enter, with spare time to correct noise or power problems.
Set up the stage, backdrop, curtains, decorative panels and prop tables before arranging the audience chairs. Keep a clear route between the stage, changing area and foyer, and check that lighting stands and cables cannot become trip hazards.
Prepare scripts, programme materials, guest lists, cards, clothing and makeup before doors open. Assign volunteers to reception, guest guidance, backstage support and catering so performers are not pulled away from their roles.

Frequently asked questions

How early should I start planning a theatre evening?: Start at least 6 to 8 weeks before the performance. Confirm the date and venue first, then allow time for cast and crew confirmation, reservations, invitations, ticket sales, catering and the technical plan.
When should I send theatre evening invitations?: Send invitations about 4 to 6 weeks before the event. Close registrations or set a final guest-count deadline at least 7 days before the performance so you can confirm dietary requirements, catering quantities and seating.
How long before the show should the venue be opened?: Open the venue at least 3 hours before the audience arrives. Use the first hour for a hall and foyer inspection, the next for stage, décor and seating setup, and reserve at least 45 minutes for sound and lighting checks.
How many microphones do I need for a theatre evening?: The number depends on the cast and scenes, but plan one microphone for each simultaneous speaker when possible, plus at least one spare. Test all wireless microphones, stands, mixer channels and speakers in the room before doors open.

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.