How to Host a Show (What to Do on the Day)

You’ve planned and marketed for months now. Today, you’re finally hosting your show.

If you’ve done everything else right up until this point, then you’re in a good place. But now is not the time to rest on your laurels.

There are still things that can go wrong and opportunities you can benefit from.

This article will go over…

• How to check the technical equipment
• Where to put the performers before the show
• How to make sure your team knows what’s going on
• How to prepare the audience and venue staff
• Ways you can boost your event marketing
• How to end the show on a professional note

After the show is over, you can rest easy…until it’s time for the next one!

1. Check all the technical equipment

One of your most important tasks for the day of the show is to check the setup and equipment. If anything goes wrong, the show is jeopardised.

Make sure that the stage and seating are in order. Run through each piece of equipment with the technical crew and make sure there will be no surprises.

Arrange the seating

If you didn’t do this during the planning stage, now is the time to sort out the seating area. You can arrange the seating in rows (theatre) or around tables (cabaret).

Live shows are usually fuelled by the crowd, so make sure there are seats close to the stage.

Prepare the stage

The point of the stage is to draw attention to the performer(s). Therefore, you should make sure that it’s raised. That way, the performer is visible no matter where you sit.

A raised stage will also help draw the audience’s attention to the performer when the show starts.

Check the sound

Mic check, one-two, one-two. Make sure that all sound is working properly, and that everyone can hear the performers clearly.

If your act has special requirements for their microphones or stands, make sure their needs are met. Otherwise, it might negatively affect their performance.

Check the lighting

Lighting is another crucial element that will help bring attention to the act. You should make sure that there are two or three spotlights on stage (but don’t blind the performers).

The lighting (or lack thereof) is also important when it concerns the audience. There should be little to no light on them. That way, the stage lights will be much more effective.

Do a full technical rehearsal

The performers are not the only ones who need to rehearse before the show. It’s imperative that you do a full technical rehearsal prior to the first act.

Make sure all hands are on deck and the tech team know what they’re doing. If anything goes wrong during the rehearsal, you still have time to fix it before it kicks off.

Tip: For a more thorough deep dive, check out these detailed guides on sound setup and lighting setup for live acts.

2. Allocate a green room

Your performers should have a place to hang out before and after their show. Therefore, you should make one of the backstage rooms in the venue the “green room”.

It doesn’t have to be green, but it does have to be spacious enough for costumes and instruments. It also helps if you leave a few drinks and snacks for the acts.

You should make sure that there is someone to greet the performers when they arrive. Show them to the green room so they can unpack their gear and relax before they go on.

Tip: Take a look at this article on stocking green rooms for some inspiration.

3. Print out a show schedule for everyone

As the show planner, it’s your responsibility to ensure everyone knows what they’re doing. A good way to do that is to print out a show schedule for your team and the venue staff.

List exactly what is going to happen on the day. That includes technical preparation, when the doors open and close, and when the acts go on.

You should also leave copies of the show schedule (minus the tech prep) for the audience. Place them at the bar or on the tables so people can plan their loo visits.

Tip: Use a show schedule template to help you outline the event.

4. Print out a code of conduct for the audience

Your team aren’t the only people who need some guidelines. It may sound patronising, but you should provide a code of conduct for the audience.

Why? Because you know there will always be that one guy who talks on the phone during a performance. Or someone who decides to heckle the performer after a few drinks.

You don’t have to hand a printed copy out to everyone on the door. Just put it up somewhere they can’t miss it.

Tip: Look at these rules of audience etiquette to help you write the code of conduct.

5. Have a photographer (or videographer) onsite

Pictures and videos from your show will be invaluable for marketing purposes. It shows people exactly what happened—and what they have missed out on if they didn’t show up.

It’s also great content for your social media profiles. Use the footage from the show to create excitement about your next one.

If you plan on shooting videos, it’s a good idea to clear it with the performers first. Comedians might not want their jokes leaked if they’re about to release a special.

Tip: Need help finding a photographer or videographer? You can get some quotes here.

6. Encourage people to share your event on social media

You should have clearly visible links to your show’s social media profiles. Encourage people to tag you in their pictures and videos before and after the show.

A good way to do this is to include your profiles and hashtags around the venue. Put them on the show poster, the event programme, and any other appropriate place.

Tip: Read about how to encourage social media sharing of your show.

7. Eliminate all distractions

Before the show begins, you should make sure there are absolutely no distractions. Comedians, speakers, and actors usually need complete silence to concentrate on their act.

Make sure the bar staff are not talking during the show and get rid of buzzing noises and flashing lights.

The only noises you want to hear are the reactions from the audience to the performance itself. Anything else detracts from the experience.

8. Ask for feedback on-site

Although you should ask for feedback after the show, there’s nothing stopping you from asking on the day. Check in with your team and the venue staff to see if everything is running smoothly.

You can also casually ask some of the guests if they’re having a good time. They will appreciate that you ask their opinion—and you’ll appreciate their feedback.

You did it!

Your show is the biggest part of all your event organisation efforts. It’s important to make sure that everyone has a good time, including yourself.

Use the opportunity to build a lasting relationship with the venue, the performers, and most importantly the audience.

That way, you’ll have a solid foundation for future shows that will be even bigger and better.

Good luck…and break a leg!