Camping talent show checklist

A camping talent show needs more than a stage and a microphone. You’ll need to coordinate pitches, registrations, performance slots, judges, food requirements and equipment while keeping the outdoor setup weather-ready. Use this checklist to work through the planning in order, then leave enough time for sound checks, lighting and stage construction. The details that are easiest to miss are usually power, printed jury forms, performance files and a clear running order.

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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
Reserve camping pitches
Send invitations
2 people
Open the registration form
Process registrations
2 people
Confirm participants
Collect dietary requirements
Assign performances
2 people
Invite the judges
Book host
Publish the program
Print Jury Forms
Collect performance numbers
Check the weather forecast
Do the shopping
3 people
Test equipment
2 people
Prepare performance files
Set up tables
4 people
Set up chairs
4 people
Set up stage sections
4 people
Build party tents
4 people
Hang up decorations
2 people
Connect sound equipment
2 people
Set up lighting
2 people
Set up the buffet
3 people
Chill drinks
2 people
Set up judges' table

Event

Receive participants
3 people
Register performances
2 people
Sound check per performance
2 people
Welcome the audience
3 people
Announce the opening
Guide the performances
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect jury forms
Process the jury results
2 people
Announce the winners
Provide music
Monitor sound and lighting
See the crowd off
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Turn off the sound equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Dismantle the stage
4 people
Clean the grounds
4 people
Check stock
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 80
Beer tablesqty 4
Judges' table
Buffet tableqty 2
Stage sectionsqty 6

Tableware

Reusable platesqty 90
Reusable bowlsqty 40
Reusable cupsqty 160
Reusable cutleryqty 100
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4

Lighting

LED string lightsqty 6
LED lampsqty 8
Cable reelsqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Stage backdrop
Name badgesqty 100

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Bottle openersqty 3
Ice cube traysqty 6

Cleaning

Dishpanqty 2
Spongesqty 6
Cleaning clothsqty 12
Broomqty 2
Centerpiece
Waste binsqty 6

Organization

Jury formsqty 30
Clipboardsqty 5
Pensqty 20
Program boardsqty 4
Prize trophiesqty 3
Gift vouchersqty 3

Catering

Groceries

Tips

Set the date and reserve camping pitches before sending invitations. Open registration with a clear closing date, then confirm participants and collect dietary requirements once the numbers are known.
Assign performances before publishing the programme. Collect each act’s performance number and audio file early enough to test everything on the laptop, mixer and speakers before guests arrive.
Plan the site layout before setup day: allow separate areas for the stage, judges’ table, buffet, audience seating and camping access. Build party tents before hanging decorations or arranging tables and chairs.
Test every microphone, speaker, cable reel, extension cord and power strip at least 24 hours before the show. Keep cable routes away from foot traffic and have a backup microphone available if possible.
Check the weather forecast 48 hours before the event and again on the morning itself. Put lighting, sound equipment, jury forms, reusable tableware and food under cover before the first performance begins.

Frequently asked questions

How far in advance should I organise a camping talent show?: Start at least 6 to 8 weeks ahead. Reserve camping pitches first, then send invitations and allow 2 to 3 weeks for registrations before assigning performances and inviting judges.
When should I close registration for a camping talent show?: Close registration around 10 to 14 days before the event. That gives you time to confirm participants, collect dietary requirements, create the programme and prepare jury forms.
How long before the show should the equipment be tested?: Test the sound, lighting and performance files at least 24 hours beforehand, then run a short final check 2 to 3 hours before guests arrive. This catches missing adapters, flat batteries and incompatible files.
How much setup time does a camping talent show need?: Allow at least 4 hours for setup when you are building tents and stage sections, arranging furniture, connecting sound equipment and setting up lighting. Add another 30 to 45 minutes for the buffet and final checks.

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