Youth theatre performance checklist

A youth theatre performance depends on more than actors learning their lines. You need a confirmed venue, clear visitor information, ticket capacity, costumes, props, catering and working sound and lighting. This checklist puts the work in a sensible order, from booking the hall and opening ticket sales to the final rehearsal and room setup. Use it to spot details that are often left until the last day, such as dietary requirements, spare batteries, program booklets and where costumes will be stored.

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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 the venue and hall
Confirm the performance and date
2 people
Check permits and insurance
Set ticket prices and capacity
2 people
Prepare invitations and information
2 people
Send invitations
2 people
Open ticket sales
Process registrations
2 people
Collect dietary requirements
Assign volunteers and guides
2 people
Calculate catering quantities
Reserve equipment and technology
Inventory decor and props
2 people
Check costumes
2 people
Design program booklet
Print program booklets
2 people
Send confirmation to visitors
Set up intro music
Develop the lighting plan and cues
2 people
Hold final rehearsal
8 people
Do the shopping
2 people
Set up decor and props
4 people
Lay out costumes
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Mark the audience route and exits
2 people
Set up stage area
4 people
Hang and place decorations
4 people
Connect sound equipment
2 people
Test lighting equipment
2 people
Set out props by scene
2 people
Prepare costumes and makeup
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the reception table
2 people
Lay out tickets and program booklets
2 people

Event

Have performers change clothes
2 people
Welcome the audience
4 people
Check tickets
2 people
Assist the performance
3 people
Refill drinks
2 people
Serve break snacks
3 people
Swap Props
2 people
Guide the second part
3 people
Escort artists after the event
2 people
Guide the audience to the exit
3 people
Cover leftover catering
2 people

Aftercare

Collect tableware
3 people
Wash dishes
2 people
Dismantle decor and props
4 people
Clear away sound and lighting equipment
2 people
Sort and store costumes
2 people
Clean the hall and foyer
3 people
Collect and remove waste
2 people
Check and inventory materials
2 people
Return borrowed materials
2 people
Distribute leftover food

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Clothes racksqty 2
Foldable tablesqty 2

Tableware

Reusable drinking glassesqty 140
Coffee cupsqty 50
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Knivesqty 4
Tongs and serving spoonsqty 8

Decorations

Backdrop clothsqty 3
Decorative clothsqty 6
Paper garlandsqty 8
Balloonsqty 100
Balloon pumpqty 2
Tapeqty 6
Cable tiesqty 100
Name badgesqty 10

Equipment

Speakersqty 2
Microphonesqty 2
Music player
Extension cordsqty 6
Power stripsqty 4
Batteriesqty 16

Lighting

LED spotlightsqty 4
Work lightsqty 4

Theater supplies

Prop cratesqty 4
Costume binsqty 6
Hand mirrorsqty 4
Face-painting mirrorsqty 2
Clothes hangersqty 40
Scriptsqty 12
Stage tapeqty 4
Safety pinsqty 100
Sewing kitsqty 2

Information

Program boardsqty 4
Directional signsqty 8
Card counter

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries

Tips

Confirm the hall, performance date, permits and insurance before opening ticket sales. Capacity and safety arrangements affect both the number of tickets and the information you send to visitors.
Set a clear deadline for registrations and dietary requirements, ideally 7–10 days before the performance. This gives you time to calculate catering quantities and handle late changes without guessing.
Assign volunteers to specific jobs, not just a general shift. For example, plan separate coverage for visitor guidance, costumes, catering, backstage support and room cleanup.
Test the full technical setup before the final rehearsal: speakers, microphones, music playback, lighting cues, extension cords, power strips and spare batteries. Do not wait until doors open to discover a missing connection or dead battery.
Prepare the room in a fixed sequence on the day: clean first, then arrange tables and chairs, set out costumes and props, and finish with decorations. Keep at least one clearly labelled area for clothes racks and backstage items so visitors do not block access.

Frequently asked questions

How far in advance should I organise a youth theatre performance?: Start booking the venue and confirming the date at least 8–12 weeks ahead. Open ticket sales only after the capacity, visitor information, volunteer roles and basic technical requirements are confirmed.
How many volunteers are needed for a youth theatre performance?: Plan at least one volunteer for visitor guidance and one for backstage or costume support, then add people for catering and cleanup based on attendance. For a small performance, begin with 4–6 named volunteers and assign a backup for each time-critical role.
When should I hold the final rehearsal?: Hold the final rehearsal 1–3 days before the performance, using the actual music, microphones, lighting cues, costumes and props. Leave enough time afterward to fix missing equipment or unclear scene changes.
When should tickets and visitor confirmations be sent?: Open ticket sales once the date, venue, capacity and prices are settled, usually 4–6 weeks before the performance. Send confirmation details and practical visitor information no later than 3–5 days before the event.

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.