Theatre marathon checklist: what to arrange and when

A theatre marathon needs more than a programme and a room. You have to coordinate several performances, collect technical and accessibility details, manage registrations, and keep visitors informed as the schedule changes. This checklist brings the work together in a practical order, from reserving the venue to marking the entrance and preparing the final visitor list. Use it to spot details that are easy to leave until the last minute, such as microphones, projection equipment, dietary requirements and printed run sheets.

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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

Reserve venue
Compile program
2 people
Confirm performances
2 people
Inform the performers
Gather technical requirements
Design invitations
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Update visitor list
Publish the program
Send directions
Close ticket sales
Create the final visitor list
2 people
Print artist list
Print the run sheet
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Sort printed materials
Pick up venue keys

Event

Mark the entrance
2 people
Open hall
2 people
Set up chairs
4 people
Set up tables
3 people
Clear the stage area
3 people
Set up set pieces
3 people
Connect lighting
2 people
Connect sound equipment
2 people
Test microphones
2 people
Practice stage changes
3 people
Set up catering
3 people
Make coffee and tea
2 people
Set up registration desk
2 people
Lay out the programs
2 people
Welcome performers
2 people
Welcome guests
3 people
Register attendance
2 people
Explain the program
Facilitate the first performance
3 people
Serve break drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Assist with the second performance
3 people
Serve dinner
5 people
Serve diet meals
2 people
Collect tableware
2 people
Guide the third performance
3 people
Refill drinks
2 people
Support the final performance
3 people
Guide the audience to the exit
2 people
Collect lost and found items
Close cash register and registration
2 people

Aftercare

Turn off the sound equipment
2 people
Turn off lights
Dismantle set pieces
3 people
Put the chairs back
4 people
Take down tables
3 people
Wash dishes
3 people
Sort waste
2 people
Clean the room
3 people
Check toilets
Pack up materials
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover stock
2 people
Archive photos and files
Send thank-you message

What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Dressing room tablesqty 3
Coat racksqty 4
Clothes hangersqty 60
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage lightsqty 4
Standing lampsqty 4
Battery lampsqty 6

Decorations

Backdropsqty 3
Decorative clothsqty 8
Program standsqty 4
Flower arrangementsqty 4
Directional signsqty 8
Name badgesqty 120

Tableware

Coffee cupsqty 120
Glassesqty 150
Water glassesqty 120
Platesqty 130
Soup bowlsqty 110
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Small bowlsqty 16
Pliersqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Napkinsqty 300
Coffee stirrersqty 200

Catering

Water jugsqty 12
Drink dispensersqty 4
Serving plattersqty 12
Food warmersqty 4
Groceries

Paperwork

Program flyersqty 130
Name stickersqty 130
Attendance listsqty 6
Pensqty 20
Sticky notesqty 4
Information boardsqty 8
Paper tapeqty 6
Envelopesqty 40

Cleaning

Garbage bagsqty 40
Cleaning glovesqty 6
Spongesqty 8
Cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Toilet brushesqty 4
Paper towelsqty 12

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 8
Work glovesqty 6
First aid kit

Storage

Plastic cratesqty 12
Coolersqty 4
Clothes racksqty 3

Tools

Hammerqty 2
Screwdriversqty 2
Cable tiesqty 100
Measuring tapeqty 2

Tips

Confirm each performance before publishing the programme, then send performers their arrival time, technical slot and dressing-room arrangements. A programme can change quickly when even one act is delayed.
Collect technical requirements and accessibility needs when people register, not during the final week. Allow at least 7 days to check speakers, the mixer, microphones, projection equipment, lighting and power connections.
Close ticket sales before creating the final visitor list. Print the artist list, run sheet, name badges and directional signs only after the programme and registration details are stable.
Plan the venue layout before collecting the keys: allow space for chairs, tables, coat racks, waste bins and a clear entrance route. Mark the entrance as soon as you arrive so late visitors do not have to search for the event.
Buy and chill drinks at least 4 hours before doors open, and prepare snacks before the first performance. Set out separate coffee cups, glasses, water glasses, plates and bowls so refreshments do not interrupt the programme.

Frequently asked questions

How far in advance should I organise a theatre marathon?: Start at least 8 weeks before the event if several performers and technical setups are involved. Reserve the venue first, then confirm the programme, open registrations and collect requirements before the final 7 days.
When should I publish the theatre marathon programme?: Publish it once performances and timings are confirmed, ideally 3 to 4 weeks before the event. Send directions and the final schedule again after ticket sales close, when you have the definitive visitor list.
How many microphones and speakers do I need for a theatre marathon?: The number depends on the performances, so ask every performer for technical requirements before ordering or borrowing equipment. Check the full setup at least 2 hours before doors open, including the mixer, microphone stands, laptop, projector and extension cords.
When should I prepare food and drinks for a theatre marathon?: Do the shopping 1 to 2 days beforehand where possible, chill drinks at least 4 hours before arrival, and prepare snacks before the first audience members enter. Keep water available throughout the programme and allow time to reset cups, glasses and plates between breaks.

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.