Theatre performance checklist

A theatre performance needs more than a cast and a script. This checklist takes you from confirming the date and venue to ticket sales, rehearsals, costumes, technical setup and the reception table. Book the hall and equipment early, then leave enough time for printed programmes, dietary requirements and a full sound and lighting check. On the day, the stage, seating, props, microphones and refreshments all need their own setup window.

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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 date and location
Register the performance with the municipality
Reservations for hall and equipment
Send invitations
2 people
Open online ticket sales
Distribute promotional posters
3 people
Process registrations
Collect dietary requirements
Confirm cast and crew
Compile the program booklet
2 people
Print program booklets
2 people
Check decor and props
3 people
Try on and label costumes
3 people
Print the run sheet and contact list
Do the shopping
2 people
Chill drinks
2 people
Clear the hall floor
3 people
Mark stage and play area
3 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up decor and props
4 people
Hang and aim the lights
3 people
Connect sound equipment
2 people
Lay out costumes and makeup
2 people
Set up the catering table
3 people
Lay out program booklets
2 people
Conduct technical rehearsal
6 people
Prepare break catering
3 people

Event

Handle guest reception
4 people
Check tickets
2 people
Manage the cloakroom
2 people
Assist the performance
4 people
Serve break drinks
4 people
Refill drinks
2 people
Guide the audience to the exit
3 people

Aftercare

Dismantle decor and props
4 people
Clear away chairs and tables
4 people
Wash dishes and glasses
3 people
Collect waste
2 people
Clean the hall and foyer
4 people
Disconnect lights and sound
2 people
Return borrowed equipment
2 people
Store unused groceries

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Tableclothsqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 3
Spare flashlightsqty 6

Decorations

Backdropsqty 2
Decorative panelsqty 6
Artificial plantsqty 8
Buntingqty 6
Tapeqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving plattersqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Program bookletsqty 120
Admission wristbandsqty 120
Groceries

Tips

Confirm the hall, equipment reservations and municipal registration before opening ticket sales. Allow at least 4–6 weeks for venue administration and local paperwork, especially if the performance is open to the public.
Close registrations several days before the show so you can collect dietary requirements, print the programme booklet and prepare the seating and reception setup from reliable numbers.
Print the run sheet and contact list before show day, and give copies to the cast, crew and front-of-house team. Keep spare flashlights, tape and extension cords where the crew can reach them.
Schedule stage and play-area marking before chairs and reception tables are placed. Leave a clear route for performers and check that spotlights, speakers and microphone cables do not cross walkways.
Set up drinks and catering at least 30 minutes before doors open. Chill drinks in coolers, fill thermos flasks and put cups, glasses, plates and serving utensils on the table before the audience arrives.

Frequently asked questions

How far in advance should I organise a theatre performance?: Start 8–12 weeks before the performance. Confirm the date, hall, equipment and municipal registration first; ticket sales and promotion can follow once those details are secure.
When should theatre performance ticket sales open?: Open online ticket sales about 4–6 weeks before the performance, after the venue and programme details are confirmed. Close sales or registrations early enough to print programmes and plan catering.
How much time is needed to set up a theatre performance venue?: Allow at least 3–4 hours on the day for chairs, tables, decor, costumes, lighting, sound and catering. Add a separate technical check of 30–60 minutes before the audience enters.
What should I check before the audience enters a theatre performance?: Check the stage markings, props, costumes, microphones, speakers, spotlights, chairs and programme booklets. Do this 30 minutes before doors open, with the run sheet and contact list ready for the crew.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.