Clown Show Checklist

A clown show needs more than booking the performer. Confirm the date and venue first, then manage invitations, registrations, dietary requirements and catering numbers. Before guests arrive, check the room layout, clear a safe play area, test the portable speaker and microphone, and prepare the reception and buffet tables. This checklist also covers the jobs that are often left too late, such as chilling drinks, printing contact details and checking extension cords.

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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
Book clown show
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Calculate catering quantities
Check the shopping list
Inventory materials
2 people
Confirm reservations
Check the venue and room layout
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print the run sheet and contact list
Test the equipment
2 people
Set out decorations
2 people
Sweep hall
2 people
Set up tables
3 people
Set up chairs
4 people
Clear the play area
2 people
Hang decorations
3 people
Set up the reception table
2 people
Set up buffet tables
3 people
Connect sound equipment
2 people
Test microphone and music
2 people

Event

Receive clown
Welcome visitors
3 people
Check off registrations
2 people
Take coats
2 people
Assist the clown show
2 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Clear tables during the event
2 people
Guide visitors out
3 people
See off the guests and clown
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean the buffet and kitchen
2 people
Remove decorations
3 people
Clean the room
3 people
Switch off equipment
2 people
Return materials
2 people
Return borrowed items
Collect lost property

What to bring

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

Furniture

Chairsqty 55
Tablesqty 6
Clothing racksqty 2
Buffet tablesqty 3

Decorations

Balloonsqty 100
Balloon pumpsqty 2
Buntingqty 4
Backdrop cloth
Tableclothsqty 6
Wayfinding signsqty 6

Equipment

Portable speaker
Wireless microphone
Microphone stand
Music player
Extension cordsqty 3
Power stripsqty 3
Spare batteriesqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Thermos flasksqty 3
Coolersqty 2
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Lighting

LED string lightsqty 4

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Book the clown show before sending invitations, then confirm the performer’s arrival time, performance length and equipment needs at least one week before the event.
Close registrations two to three days before the show so you can update the visitor list, collect dietary requirements and calculate food, cups and plates accurately.
Keep the performance area clear before setting out chairs. Leave a defined space for movement and check that tables, cables and decorations cannot block the clown or create trip hazards.
Test the portable speaker, wireless microphone and music player on the actual day, using the extension cords and power strips you will need. Keep spare batteries ready for the microphone.
Finish the room setup at least 60 minutes before guests arrive: sweep the hall, arrange tables and chairs, prepare the reception and buffet areas, chill drinks and print the run sheet and contact list.

Frequently asked questions

How far in advance should I book a clown show?: Book the clown at least 4 to 6 weeks before the event, especially for weekends or school holidays. Confirm the date, venue, arrival time and technical requirements again 7 days before the show.
When should I send invitations for a clown show?: Send invitations 3 to 4 weeks in advance and set the registration deadline 2 to 3 days before the event. This gives you time to update the visitor list and calculate catering quantities.
How early should I set up the room for a clown show?: Allow at least 60 minutes for final setup and testing. Clear the play area first, then arrange chairs, tables, decorations, the buffet and the sound equipment so the performance space remains open.
What sound equipment does a clown show need?: Prepare a portable speaker, wireless microphone, microphone stand, music player, extension cords and power strips. Test everything 30 to 60 minutes before guests arrive and keep spare batteries available.

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.