Theatre festival checklist: what to arrange and when

A theatre festival involves more than booking a venue and confirming performances. You need time for the programme, registrations, dietary requirements, volunteers, technical setup and audience information. The final days are best kept for practical work: collecting materials, chilling drinks, sorting programme booklets and preparing the stage. Use this checklist to work from the first booking through the technical rehearsal and opening.

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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
2 people
Reserve venue
Compile program
3 people
Confirm performances
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Make reservations
Order catering
2 people
Coordinate technical setup
2 people
Check the safety plan
2 people
Create routes to the halls
Print floor plan
Design signage
Publish audience information
Check decorations
2 people
Plan the technical rehearsal
2 people
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Sort program booklets
2 people
Set up set pieces
3 people
Set up the stage
4 people
Hang theater curtains
3 people
Set up lighting
3 people
Set up the sound system
3 people
Create the room layout
4 people
Set up chairs
4 people
Set up the foyer
3 people
Set up info desk
2 people
Set up the ticket counter
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Set up signage
2 people
Lay out the programs
2 people
Test the equipment
3 people
Set lighting scenes
2 people
Test microphones
2 people

Event

Welcome performers
2 people
Give the artist briefing
2 people
Handle guest reception
4 people
Check tickets
3 people
Escort audience to the hall
3 people
Give the opening speech
Assist with performance one
3 people
Serve break drinks
4 people
Refill drinks
2 people
Support performance two
3 people
Guide the audience between rooms
3 people
Serve the evening buffet
5 people
Collect tableware
2 people
Support performance three
3 people
Clear the foyer
3 people
Refill drinks
2 people
Support Final Performance
3 people
Deliver the closing speech
Guide Crowd Exit
4 people
Collect lost and found items
2 people

Aftercare

Dismantle the lighting setup
3 people
Dismantle the sound system
3 people
Dismantle set pieces
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
4 people
Clean the foyer
3 people
Inventory materials
2 people
Return materials
2 people
Store leftover catering
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Theater seatsqty 300
Foldable tablesqty 12
Bar stoolsqty 8
Changing room chairsqty 20
Clothes racksqty 6
Waste binsqty 12

Tableware

Coffee cupsqty 180
Water glassesqty 300
Wine glassesqty 180
Platesqty 300
Forksqty 300
Knivesqty 300
Spoonsqty 250

Catering

Serving traysqty 12
Pitchersqty 8
Food warmersqty 6
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Groceries

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Audio cablesqty 12
Extension cordsqty 12
Power stripsqty 10
Laptopqty 2
Toolboxesqty 3
Cable matsqty 20
Rolling boardsqty 4
Fire extinguishersqty 4
First aid kitsqty 2

Lighting

Theatre spotlightsqty 8
Light standsqty 4
LED string lightsqty 6

Decorations

Theater curtainsqty 4
Backdropsqty 4
Decorative panelsqty 10
Prop boxesqty 8
Red carpetsqty 2
Directional signsqty 20
Program boardsqty 6
Name badgesqty 40

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Thermos flasksqty 8
Coolersqty 4

Cleaning

Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Vacuum cleanersqty 3
Cleaning glovesqty 12

Tips

Reserve the venue before confirming the festival date publicly, then allow enough time to check room access, changing rooms, audience routes and power availability. A venue that looks suitable on paper may not have enough space for stage sections, theatre seats, clothes racks and catering.
Build the programme before sending invitations, and confirm every performance in writing. Include arrival times, running times, technical requirements and any changeover time between performances so the schedule is usable by volunteers and the technical team.
Collect registrations and dietary requirements together, then place the catering order with a clear headcount. Plan serving equipment such as trays, pitchers, food warmers, coffee machines and coolers rather than assuming the venue supplies it.
Schedule volunteers with specific shifts for registration, audience guidance, backstage support, catering and cleanup. Publish routes to the halls and prepare the floor plan and signage before opening day, especially if the venue has multiple rooms.
Hold the technical rehearsal before the festival opens, with the actual speakers, mixer, wireless microphones, spotlights, cables and extension cords. Test each performance in order and leave time to correct sound, lighting or stage changes before the audience arrives.

Frequently asked questions

How far in advance should I organise a theatre festival?: Start at least 6 months ahead if you need to reserve a venue, compile a multi-performance programme and coordinate several groups. Confirm the venue and date first, then aim to lock the programme and catering numbers several weeks before opening.
When should I confirm theatre festival performances?: Confirm performances as soon as the programme and venue schedule are stable, ideally 8 to 12 weeks before the festival. Send each group its performance time, arrival instructions, technical needs and rehearsal slot in writing.
How long before a theatre festival should the technical rehearsal take place?: Schedule the technical rehearsal 1 to 3 days before the first performance, or earlier if the setup is complex. Test the full sequence, including microphones, mixer, speakers, spotlights, curtains, set pieces and audience changeovers.
When should I order catering for a theatre festival?: Place the main catering order 1 to 2 weeks before the festival, once registrations and dietary requirements are checked. Reconfirm the final headcount and delivery time 2 to 3 days beforehand, and chill drinks before doors open.

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