Theatre festival planning checklist

A theatre festival needs one clear plan for performances, venues, artists, technical crews, audiences and volunteers. Start by fixing the date, programme and rooms, then confirm people, permits, insurance and ticketing before you order printed materials or catering. Technical schedules and dietary information need firm deadlines because late changes affect several teams at once. Use this checklist to keep the festival moving from the first booking through final setup and audience communication.

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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 date and program
2 people
Reserve the venue and rooms
Confirm performances and times
2 people
Confirm artists and technicians
2 people
Arrange permits and notifications
Check insurance details
Create a festival map
2 people
Prepare the print-ready program
Send invitations
2 people
Open online ticket sales
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Make reservations for technical equipment
Calculate catering quantities
2 people
Collect technical sheets
2 people
Create the schedule and contact list
2 people
Order groceries
Have programs printed
Prepare name badges
2 people
Make route and room signs
2 people
Send audience emails
Confirm technical schedule
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Unload and check equipment
4 people
Build stage sections
4 people
Set up audience seating
4 people
Set up tables for reception
2 people
Hang and aim the lights
3 people
Connect sound
3 people
Test microphones
2 people
Set up decor and backdrops
3 people
Set up changing rooms
2 people
Build the catering buffet
3 people
Set up the coffee and tea station
2 people
Hang route signs
2 people
Prepare programs and badges
2 people
Welcome performers
2 people
Perform the technical sound check
3 people
Program lighting settings
2 people
Open reception for attendees
3 people
Check tickets
3 people
Escort visitors to rooms
3 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
Moderate audience questions
2 people
Carry out a light and decor change
4 people
Refill snacks
3 people
Guide the third performance
3 people
Serve dinner
5 people
Collect tableware and glasses
3 people
Host the fourth show
3 people
Guide the audience to the closing program
3 people
Support the closing performance
4 people
Thank the performers
2 people
Guide the audience to the exit
3 people
Close the cash register and lost and found
2 people
Shut down equipment safely
3 people

Aftercare

Sort decor and props
3 people
Dismantle the stage and chairs
5 people
Pack equipment
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Audience chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Changing room chairsqty 20
Clothes racksqty 4
Bollardsqty 12
Red carpetsqty 2

Tableware

Water glassesqty 200
Wine glassesqty 120
Coffee cupsqty 120
Platesqty 200
Dessert platesqty 180
Cutlery setsqty 200
Serving bowlsqty 18
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 6

Equipment

Mixing consolesqty 2
Active speakersqty 6
Subwoofersqty 2
Wireless microphonesqty 6
Headset microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 16
Laptop for presentation

Lighting

LED theater spotlightsqty 12
Light standsqty 6
Lighting Console
Work lightsqty 6
Mood lightingqty 10

Decorations

Backdropsqty 4
Decorative panelsqty 8
Plantsqty 12
Table runnersqty 12
Program boardsqty 6
Directional signsqty 14
Name badgesqty 60
Badge holdersqty 60
Wristbandsqty 220
Program leafletsqty 220
Markersqty 24
Tapeqty 12
Gaffer tapeqty 12

Kitchen

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 4
Kettlesqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Kitchen tongsqty 8
Serving tongsqty 12
Measuring cupsqty 4
Aluminum foilqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the programme and performance times before opening ticket sales. Allow enough time between shows for audience movement, room resets and technical checks.
Confirm artists, technicians and technical sheets several weeks before the festival. Use the information to build one technical schedule covering sound, microphones, stage sections and cable routes.
Create the site plan before making route signs or assigning volunteers. Mark every hall, audience entrance, backstage area, dressing room, bar or catering point, and emergency route.
Close registrations and dietary requests at least 7 days before the festival. This gives you time to calculate catering quantities, prepare name badges and brief the catering team.
Finish the run sheet and contact list at least 48 hours before opening. Cool drinks, place programmes and signs, and check extension cords, power strips and cable mats during the final setup rather than on show day.

Frequently asked questions

How far in advance should I start organising a theatre festival?: Start at least 6 months ahead if the festival includes several venues, performances and visiting artists. Fix the date and programme first, then reserve rooms and confirm artists and technicians before moving to ticket sales and printed materials.
When should theatre festival tickets go on sale?: Open online ticket sales once the programme, performance times and venue capacities are confirmed, usually 8 to 12 weeks before the festival. Keep a clear deadline for processing registrations and collecting dietary requirements.
How much time should I allow between theatre festival performances?: Allow at least 30 minutes between performances in the same room for audience changes and basic resetting. Add more time when the stage layout, sound system or microphones need to change between shows.
When should I order catering for a theatre festival?: Order catering after registrations and dietary requirements close, ideally 5 to 7 days before the festival. Recheck the final attendance number 48 hours beforehand so drinks, plates, cutlery and serving equipment match the expected audience and crew.

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