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What Do You Need to Run a Show?

July 4, 2025 by
Lewis Calvert

Whether you’re planning a theater production, concert, comedy show, or any live performance, understanding what do you need to run a show is essential for success. Running a show involves careful planning, proper equipment, skilled personnel, and attention to countless details that make the difference between a memorable performance and a disaster.

Essential Personnel for Show Production

When considering what do you need to run a show, your team is your most valuable asset. Every successful production requires dedicated professionals in key roles.

Production Team Leadership

Show Producer The producer oversees the entire production, handles budgets, secures funding, and makes major creative and business decisions. They’re ultimately responsible for the show’s success.

Director For theatrical productions, the director guides the creative vision, works with actors, and ensures the artistic integrity of the performance.

Technical Team Requirements

Your technical crew forms the backbone of any live performance:

Stage Manager The stage manager coordinates all aspects of the production during rehearsals and performances, calling cues and managing backstage activities.

Sound Engineer Responsible for all audio aspects, from microphone setup to mixing live sound and managing playback systems.

Lighting Designer and Operator Creates and executes the lighting design that enhances the performance and guides audience attention.

Stagehands Handle set changes, prop management, and other physical aspects of the production.

Venue and Space Requirements

Understanding what do you need to run a show starts with securing the right performance space.

Performance Venue Considerations

Size and Capacity Choose a venue that matches your expected audience size. Too large creates an empty feeling; too small limits your revenue potential.

Technical Capabilities Evaluate the venue’s existing equipment:

  • Sound system quality and coverage
  • Lighting grid and electrical capacity
  • Stage dimensions and wing space
  • Loading dock access for equipment

Audience Amenities Consider patron comfort and safety:

  • Seating quality and sightlines
  • Restroom facilities
  • Parking availability
  • Accessibility compliance

Backstage Requirements

Your performers and crew need adequate backstage facilities:

  • Dressing rooms with mirrors and lighting
  • Storage space for costumes and props
  • Quick-change areas
  • Green room for relaxation

Technical Equipment Essentials

When asking what do you need to run a show, technical equipment often represents the largest expense category.

Sound System Components

Microphones and Wireless Systems Invest in quality microphones appropriate for your show type:

  • Handheld mics for speakers and vocalists
  • Lavalier mics for theatrical performances
  • Instrument mics for live music
  • Wireless transmitters and receivers

Mixing Console Choose a mixer with enough channels for your needs, plus room for growth. Digital consoles offer more flexibility and better sound quality than analog alternatives.

Speakers and Amplification Your sound system must provide clear, even coverage throughout the venue without feedback or distortion.

Lighting Equipment

Equipment Type Purpose Typical Quantity
LED Par Lights General wash lighting 12-24 units
Spotlights Actor/performer following 2-4 units
Moving Head Lights Dynamic effects 4-8 units
Lighting Console Control system 1 unit

Staging and Set Elements

Depending on your show type, you might need:

  • Portable staging platforms
  • Backdrops or scrims
  • Set pieces and furniture
  • Props and costumes
  • Rigging equipment for hanging elements

Pre-Production Planning

Understanding what do you need to run a show includes extensive planning before opening night.

Script and Content Development

Whether it’s a play, concert setlist, or variety show, your content must be:

  • Well-rehearsed and polished
  • Appropriately timed for your venue slot
  • Suitable for your target audience
  • Legally cleared for performance rights

Rehearsal Schedule

Plan adequate rehearsal time:

  • Table reads and blocking sessions
  • Technical rehearsals with full equipment
  • Dress rehearsals in costume
  • Emergency backup plans

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Marketing and Promotion Needs

No discussion of what do you need to run a show is complete without addressing audience development.

Traditional Marketing Materials

  • Professional posters and flyers
  • Press releases for local media
  • Program booklets for the performance
  • Website with ticket purchasing capability

Digital Promotion Strategy

Modern shows require strong online presence:

  • Social media marketing campaigns
  • Email marketing to subscriber lists
  • Online ticket sales platforms
  • Video teasers and behind-the-scenes content

Media Relations

Build relationships with:

  • Local newspaper arts reporters
  • Radio station event coordinators
  • Bloggers and influencers in your area
  • Community event calendars

Financial Planning and Budgeting

Understanding what do you need to run a show financially prevents costly surprises.

Revenue Streams

  • Ticket sales (primary income source)
  • Concession sales
  • Merchandise sales
  • Sponsorship opportunities
  • Program advertising

Expense Categories

Fixed Costs

  • Venue rental
  • Equipment rental or purchase
  • Insurance coverage
  • Performance rights and licensing

Variable Costs

  • Personnel wages
  • Marketing and promotion
  • Costumes and props
  • Catering for cast and crew

Legal and Safety Considerations

Professional show production requires attention to legal details:

Insurance Requirements

  • General liability coverage
  • Equipment insurance
  • Workers’ compensation for employees
  • Venue-specific insurance requirements

Permits and Licenses

Research local requirements for:

  • Business licenses
  • Performance permits
  • Fire department approvals
  • Music licensing (ASCAP, BMI, SESAC)

Safety Protocols

Develop comprehensive safety plans:

  • Emergency evacuation procedures
  • First aid supplies and trained personnel
  • Equipment safety inspections
  • COVID-19 protocols if applicable

Day-of-Show Operations

When show day arrives, knowing what do you need to run a show operationally ensures smooth performance.

Load-In and Setup Timeline

Create detailed schedules for:

  • Equipment delivery and setup
  • Sound and lighting checks
  • Set installation and decoration
  • Costume and prop organization

Performance Management

  • House management for audience arrival
  • Box office operations
  • Concession stand coordination
  • Technical rehearsal and sound check

Strike and Load-Out

Plan for efficient:

  • Set breakdown and storage
  • Equipment return or storage
  • Venue cleanup and restoration
  • Final financial reconciliation

Technology and Innovation

Modern shows increasingly incorporate advanced technology:

Digital Integration

  • Live streaming capabilities
  • Social media integration
  • Digital ticket scanning
  • Automated lighting and sound systems

Backup Systems

Always have contingency plans:

  • Backup sound equipment
  • Emergency lighting
  • Alternative performance spaces
  • Understudies or replacement performers

Building Long-Term Success

Understanding what do you need to run a show extends beyond single productions:

Audience Development

  • Subscriber lists and loyalty programs
  • Post-show surveys and feedback
  • Community engagement activities
  • Educational outreach programs

Team Building

  • Training programs for volunteers
  • Professional development for staff
  • Mentorship opportunities
  • Recognition and appreciation events

Conclusion

Now that you understand what do you need to run a show, you can see that successful productions require careful coordination of numerous elements. From assembling the right team and securing proper equipment to marketing effectively and managing finances, every aspect contributes to your show’s success.

The key to answering what do you need to run a show lies in thorough planning, attention to detail, and building strong relationships with your team, venue, and audience. While the requirements may seem overwhelming initially, breaking them down into manageable categories makes the process more approachable.

Remember that every successful show starts with a clear vision, realistic budget, and dedicated team. With proper preparation and the right resources, your production can create memorable experiences that entertain audiences and build lasting community connections.