How to Run a Seamless Show: Tips for Supporting Your Backstage Team

When running an event, be that a dance showcase or a theatrical production. The majority of your time and effort (at least publicly) goes towards the performance itself.

That includes selling tickets (often using platforms like Stage Stubs, which make the process free and simple), refining the show, perfecting the stage, and finalising costumes, everything the audience sees and engages with.

But what’s often overlooked is the work that happens behind the scenes.

The volunteers, who work really, really hard, behind the scenes. We see you, we know how much time and effort you put in. The blood, sweat, and tears that happen backstage.

The Unsung Heroes of Every Event

1. The Volunteer Chaperones

These are the calm in the chaos. They’re the ones keeping children entertained while they wait for their cues, making sure nerves are soothed, lines are remembered, and excitement doesn’t tip over into overwhelm. 

Thank you to all the volunteers who give up their free time to help make these events possible. 

2. The Costume Crew

Quick changes. Last-minute mends. Invisible fixes. 

Costume volunteers are the ones making sure no zips are stuck, no shirts are inside out, and no labels are showing. They're often crouched side-stage with safety pins in hand, performing silent miracles show after show. As well as being on hand to help with those tricky and technical quick changes, so that the show goes on seamlessly.

3. The AV and Tech Team

Lighting cues, music timing, mic levels, and curtain drops, this team holds the rhythm of the show in their hands. A single missed cue can throw a scene, but when the AV team gets it right (and they do, time and again), nobody notices, which is the highest compliment of all.

Top Tips for a Smooth Show

Behind-the-scenes success doesn’t happen by accident. Here are some top tips to support the teams who make the front-of-house sparkle:

1. Choose a Venue That Works Offstage Too

It’s not just about stage size. Make sure there's enough room backstage to accommodate all performers comfortably, especially if working with children. Ideally, aim for:

• Separate dressing areas for different age groups
• Boys’ and girls’ changing rooms
• Adequate toilets and quiet zones for rest or nerves

Having enough space behind the stage is one small thing that can help improve the morale of all those working on the show.

2. Prep and Sell Merchandise Early

With Stage Stubs, you can sell merchandise as well as tickets, which volunteers can distribute backstage with ease, giving you one less thing to worry about before or after the show.

Merchandise can be anything you want: t-shirts, water bottles, makeup kits, the opportunities are endless. Why not offer something to the volunteers, too, as a thank you for all of their hard work?

3. Create a Backstage Survival Kit

When running a show, you can’t always anticipate what will go wrong, especially backstage. With so many variables, people, and moving parts, from props to staging to the individuals, cast, and crew members.

So, having a survival kit, fully stocked with anything and everything you may need, can save the show more times than you know! Some things to put in this include:

• Hairbands, hairspray, bobby pins
• Safety pins, plasters, sewing kit
• Lipstick, tissues, deodorant
• Clear nail varnish (for runs in tights or costume fixes)
• Painkillers, plasters and other first aid kit needs

4. Prioritise Volunteer Numbers and Ratios

Always aim for the right adult-to-child ratio based on group size and ages. This may differ depending on your age groups and local regulations.

5. Recruit Early and Build a Rota

Start volunteer recruitment as early as you can. As without volunteers, unfortunately, you’re not going to be able to run your show… 

Consider a rota system so helpers can watch the show one night and volunteer another. 

6. Hold Rehearsals for the Volunteers

Just like the performers, volunteers need to know what’s going on. Schedule a short orientation or backstage walkthrough. Make sure they understand:

• The show’s structure
• Where they need to be and when
• Emergency procedures
• Their role in helping keep kids safe and calm

The Final Bow

Yes, the audience may never see the AV operator or the costume fixer sprinting across backstage. They won’t know about the volunteer who dried a performer’s tears seconds before their big moment. But you will. And they’re as much a part of the performance as any star under the lights.

So as you plan your next event, make space for the people behind the curtain. The success of a show isn’t just based on what happens on stage, but also behind the scenes.