Theatre festival checklist: what to arrange and when

A theatre festival involves more than booking a venue and publishing a programme. You need a confirmed running order, technical information from every performer, suitable play and changing areas, and clear instructions for artists, volunteers and visitors. Start with the date, venue and permissions, then build the schedule before sending invitations or opening registration. This checklist also covers the details that are often left until the last week, including name badges, audience lists, technical run sheets, drinks and snacks.

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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
Define venue and play areas
2 people
Schedule performances
3 people
Create the running order
2 people
Confirm performers
2 people
Gather technical requirements
2 people
Make reservations
2 people
Check permits
2 people
Check insurance policies
Send artist information
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program online
Send audience information
Confirm artist travel
Print technical run sheets
Prepare name badges
2 people
Print audience lists
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Collect materials
3 people

Event

Open venue
2 people
Receive deliveries
3 people
Clean the audience area
3 people
Clear the play areas
3 people
Build stage sections
4 people
Set up audience seating
4 people
Set up tables
3 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Hang up decorations
3 people
Put up directional signs
2 people
Install lighting
3 people
Connect sound equipment
3 people
Test microphones
2 people
Test lighting settings
2 people
Mark play areas
2 people
Welcome performers
2 people
Set up artist rooms
2 people
Prepare catering for artists
2 people
Brief volunteers
2 people
Open cashier and registration
2 people
Welcome the audience
5 people
Distribute program
2 people
Facilitate the first performance
3 people
Manage crowd flow
4 people
Serve break drinks
4 people
Refill drinks
2 people
Assist with the second performance
3 people
Serve snacks
3 people
Answer audience questions
2 people
Guide the third performance
3 people
Restock the buffet
2 people
Serve the artists' meal
2 people
Host the fourth show
3 people
Carry out technical changeovers
3 people
Check public area
2 people
Guide the fifth performance
3 people
Support the final performance
3 people
See the crowd off
4 people
Close the register
2 people

Aftercare

Turn off the sound equipment
2 people
Switch off lighting equipment
2 people
Collect tableware
3 people
Collect waste
4 people
Clean up catering
3 people
Remove decorations
3 people
Dismantle chairs and tables
4 people
Dismantle stage sections
4 people
Wash dishes
3 people
Clean the venue
4 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Register lost property
Check out artists
2 people
Collect invoices and receipts
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 14
Folding chairsqty 280
Bar stoolsqty 12
Tableclothsqty 14
Stage sectionsqty 12
Dressing room racksqty 4
Changing room chairsqty 12
Waste binsqty 12

Tableware

Reusable drinking glassesqty 300
Coffee cupsqty 80
Platesqty 300
Pastry forksqty 300
Serving spoonsqty 12
Pliersqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 20
Coolersqty 8
Ice containersqty 6
Kettlesqty 4
Coffee machinesqty 3
Serving jugsqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 10
Laptop
Walkie-talkiesqty 10
Power banksqty 8
Laptop locksqty 2

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lampsqty 12

Decorations

Theater curtainsqty 4
Program standsqty 8
Decorative clothsqty 12
Flower arrangementsqty 8
Directional signsqty 12
Program boardsqty 6
Chalkboardsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Registration

Cash box
Payment terminalqty 2
Clipboardsqty 8
Name badge holdersqty 80
Pensqty 30
Wristbandsqty 300

Cleaning

Mop setsqty 4
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm the venue layout before finalising the programme. Mark the performance areas, audience seating, bar or refreshment point, dressing rooms and access routes, then check that stage sections, chairs and tables fit safely.
Collect technical requirements from each performer before publishing the running order. Record microphones, stands, speakers, mixer inputs and DI boxes, and print the final technical run sheets before festival day.
Set deadlines for artist and audience information rather than sending everything at once. Confirm artist travel several days in advance, and send audience arrival details, registration information and dietary-need requests before printing lists.
Assign volunteers to specific shifts and locations, not just general duties. Give each person a start time, contact point and responsibility for areas such as registration, backstage, refreshments or audience seating.
Buy and prepare hospitality supplies at least one day ahead. Chill drinks, check that you have enough reusable glasses and coffee cups, and set out serving platters, thermos flasks, coolers and waste bins before performers and visitors arrive.

Frequently asked questions

How far in advance should I organise a theatre festival?: Confirm the date, venue and performance areas at least 6 months ahead if several artists or spaces are involved. Aim to have performers, permissions and the main schedule confirmed 8 to 12 weeks before the festival.
When should I publish a theatre festival programme?: Publish the programme once the running order and performer details are stable, usually 4 to 6 weeks before the event. Send updated audience information no later than 7 days before the first performance.
How many volunteers do I need for a theatre festival?: Plan at least 1 volunteer for registration, 1 for backstage or performer support, and 1 for audience guidance for each active area or shift. Add a coordinator and schedule shifts of 3 to 4 hours so people are not covering the whole day.
When should I collect technical requirements from performers?: Request technical requirements when performers are confirmed and set a deadline at least 4 weeks before the festival. Recheck the details 7 days before the event and print the final run sheets for the technical team.

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