Drag Show Planning Checklist

A drag show depends on more than booking performers. You need confirmed performance times, music files, suitable sound and lighting, a host, guest information and a venue layout that works for both the audience and artists. Start with the date, location and bookings, then move through technical planning, tickets, catering and transport. Use the full checklist to keep the 78 tasks and 52 items in the right order, especially the details that are easy to leave until the final week.

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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
2 people
Book artists
2 people
Agree on performance times
2 people
Gather technical requirements
2 people
Gather music files
Send invitations
2 people
Publish ticket information
Process registrations
Collect dietary requirements
Make reservations
Create the program
2 people
Book host
Assign volunteers
2 people
Arrange artist transport
Place catering order
Reserve equipment
Purchase decorations
2 people
Check the shopping list
2 people
Share performer information
Print the visitor list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check work areas
2 people
Set out furniture
4 people
Clear the stage area
2 people
Hang backdrop
2 people
Hang decorations
3 people
Set up lighting equipment
2 people
Connect sound equipment
2 people
Test microphones
2 people
Test music playback
2 people
Set up artist room
2 people
Set out mirrors and makeup
2 people
Build the catering buffet
3 people
Test the cash register and card terminal
2 people
Set up the registration desk
2 people
Hang up the program clearly
Check safe walking routes
2 people

Event

Welcome performers
2 people
Welcome visitors
3 people
Check tickets
2 people
Serve welcome drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Assist performers
Brief the presenter
Announce the first show
Assist with the first show
3 people
Serve break drinks
3 people
Announce the second show
Assist the second show
3 people
Guide the photo moment
2 people
Serve dinner snacks
3 people
Announce the third show
Lead the third show
3 people
Guide audience interaction
2 people
Announce the final
Lead the final
3 people
Thank the performers
2 people
Guide visitors out
3 people
Close the register
2 people
Collect lost and found items

Aftercare

Chill leftover food
2 people
Switch off equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Collect waste
3 people
Clean the bar and tables
3 people
Check toilets
2 people
Clean the floor
2 people
Put furniture back
4 people
Return equipment
2 people
Store remaining supplies
2 people
Handle artist arrangements
Hand over lost and found items
Lock up the venue
2 people

What to bring

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

Furniture

Cocktail tablesqty 8
Foldable tablesqty 6
Chairsqty 100
Clothes racksqty 4
Bar stoolsqty 6
Waste binsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptopsqty 2
USB sticksqty 3
Extension cordsqty 4
Power stripsqty 8
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Light standsqty 3
Mood lightingqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Balloonsqty 150
Buntingqty 6
Table décorqty 12
Photo propsqty 20
Program boardsqty 4
Name badgesqty 120

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Storage boxesqty 12
Bottle openersqty 4
Corkscrewsqty 2
Cooling matsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 3
Cleaning clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the running order and performance times before publishing ticket information. Allow at least 15 minutes between acts if the stage needs prop changes, sound checks or costume adjustments.
Collect each performer’s music files and technical requirements no later than 7 days before the show. Test the laptop, USB sticks, mixer, active speakers and wireless microphones together rather than checking them separately.
Plan the room around sightlines and movement: keep cocktail tables, chairs and bar stools out of the performance area, and tape down extension cords and power strips with gaffer tape before doors open.
Ask guests for dietary requirements during registration and place the catering order at least 5 days ahead. Chill drinks and prepare snacks before the venue opens so volunteers are not serving and troubleshooting at the same time.
Create one arrival plan for artists, volunteers and guests. Arrange artist transport in advance, print the visitor list before the event day, and check work areas, lighting stands and LED spotlights during venue setup.

Frequently asked questions

How far in advance should I book drag performers?: Aim to book performers at least 8 to 12 weeks before the show, especially if you need several acts or a specific date. Confirm the host, performance times and transport as soon as the bookings are agreed.
When should I collect music and technical requirements for a drag show?: Request them when each performer is booked and set a final deadline 7 days before the event. Keep the music files in one folder and test the mixer, speakers, microphones and lighting during the final venue check.
How much time should I allow between drag show acts?: Allow 15 to 20 minutes between acts when performers need costume changes or equipment adjustments. Build the gaps into the programme before sending invitations or publishing ticket information.
When should I order food and drinks for a drag show?: Place the catering order about 5 days before the event, once registrations and dietary requirements are reviewed. Buy remaining supplies and chill drinks on the day, before guests arrive.

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.