Theatre Open Day Checklist

A theatre open day needs more than a programme and an open door. You need to coordinate halls, tours, performances, workshops, registrations, volunteers, catering and technical checks. Start by fixing the date and opening hours, then build the programme and confirm capacity before inviting people. In the final week, focus on printed materials, route signs, name badges, equipment tests and chilled drinks so visitors can move through the building without confusion.

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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 date and opening hours
Reserve theater halls
Set the program and tours
2 people
Record Performances and Workshops
2 people
Complete the safety route
2 people
Design invitations
Send invitations
Publish event online
Open the registration form
Process registrations
Collect dietary requirements
Confirm tour times
Schedule volunteers
2 people
Calculate catering quantities
Check the shopping list
Order catering and materials
Test technical equipment
2 people
Mark the tour route
2 people
Prepare information boards
Prepare name badges
Print program leaflets
Print signage
Pick up catering
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Set up the entrance desk
2 people
Build the catering buffet
3 people
Set up tables and chairs
4 people
Hang decorations
2 people
Set up signage
2 people
Set up information desks
3 people
Lay out program brochures
Connect the technical equipment
2 people
Test microphones
2 people
Check lighting settings
2 people
Set up workshop rooms
3 people
Brief guides
2 people
Welcome volunteers
2 people
Prepare first aid and emergency information
Inspect the public areas
2 people

Event

Open the doors
2 people
Welcome visitors
4 people
Check off registrations
2 people
Hand out program brochures
2 people
Guide tours
4 people
Lead the workshops
4 people
Announce performances
Welcome performers
2 people
Guide guests to the halls
3 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
2 people
Answer audience questions
2 people
Register lost and found items
Wrap up the final program item
2 people
Guide visitors to the exit
3 people
Close doors
2 people

Aftercare

Cool catering leftovers
2 people
Switch off the equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean public areas
3 people
Clean the restrooms
2 people
Clear Workshop Materials Away
2 people
Return borrowed materials
2 people
Store leftover catering
Archive registration details
Handle lost and found
Send thank-you message
Archive photos and materials

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 150
High tablesqty 8
Coat racksqty 4
Dressing room tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Wireless microphonesqty 4
Speakersqty 2
Audio mixing console
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Projector
Projection screen
Walkie-talkiesqty 6

Decorations

Theater postersqty 20
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Stage drapesqty 4
Photo backdrop
Decorative theater masksqty 12

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Catering

Water dispensersqty 3
Drink dispensersqty 4
Thermos flasksqty 8
Cooler cratesqty 4
Groceries

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 3
Storage binsqty 12
Serving tongsqty 10
Measuring cupsqty 3
Bottle openersqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Registration

Registration tablesqty 2
Counter signsqty 4
Clipboardsqty 6
Pensqty 30
Name badgesqty 180
Program leafletsqty 200
Wristbandsqty 200

Signage

Directional signsqty 20
Standsqty 12
Bollardsqty 12
Barrier tapeqty 4

Workshop materials

Practice blocksqty 40
Pencilsqty 50
Markersqty 40
Craft paperqty 300
Face paint setsqty 4
Mirrorsqty 6
Hand puppetsqty 12

Safety

Flashlightsqty 6
Emergency exit signsqty 8
First aid kitsqty 2
Safety vestsqty 8

Groceries

Coffeeqty 6

Tips

Set the programme before sending invitations. Confirm tour times, performances and workshops first, then open registration with clear time slots so you can estimate attendance and staffing.
Treat the tour route as a visitor-flow project. Complete the safety route early, mark it clearly, and place information boards and signage before the final walk-through.
Test every technical setup before event day, including wireless microphones, speakers, the audio mixing console, projector, screen and extension cords. A short rehearsal exposes missing adapters and power points.
Calculate catering after registrations close, including dietary requirements. Collect cups, glasses, plates and cutlery together, then chill drinks and check serving areas before doors open.
Schedule volunteers by task and time, not just by headcount. Cover the entrance, registration, tours, refreshments, technical support and closing duties, with walkie-talkies available for coordination.

Frequently asked questions

How far in advance should I plan a theatre open day?: Start at least 8 to 12 weeks ahead. Reserve the theatre halls first, then allow time to record the programme, publish the event, process registrations and schedule volunteers.
When should I open registration for a theatre open day?: Open registration once the programme and tour times are stable, usually 4 to 6 weeks before the event. Close or review registrations about 7 days beforehand so you can calculate catering and assign volunteers.
How do I organise theatre open day tours?: Set fixed tour times and a maximum group size before publishing the registration form. Confirm each tour slot in the final week and mark the route clearly with signs and information boards.
What should I check the day before a theatre open day?: Complete a final check 24 hours beforehand: test microphones, speakers, projection equipment and lighting, prepare name badges and leaflets, set out signage, and confirm catering collection and volunteer arrival times.

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.