Family Magic Show Checklist

A family magic show needs more than a magician and a few tricks. You need a clear running order, a suitable stage area, working sound equipment, guest information and a simple refreshment plan. Start with the venue and performer, then confirm registrations and dietary requirements before preparing the room. This checklist covers the details that are easy to leave until the last hour, including the microphone test, volunteer briefing and magician arrival.

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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

Book a magician
Reserve venue
Finalize the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Print the visitor list
Check deliveries
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Clear the stage area
2 people
Connect sound equipment
2 people
Test microphone
2 people
Hang decorations
3 people
Set up the buffet
3 people
Set up coffee station
2 people
Receive the magician
Set out magic supplies
2 people
Brief volunteers
2 people

Event

Staff the entrance
2 people
Welcome visitors
3 people
Take coats
2 people
Serve coffee and tea
2 people
Host the magic show
2 people
Serve break snacks
3 people
Refill drinks
2 people
Support the evening program
2 people
Say goodbye to visitors
2 people

Aftercare

See the magician off
Store leftovers in the fridge
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Clean the room
3 people
Collect lost property
Lock up the venue
2 people
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Clothes racksqty 2
Buffet tablesqty 3
Waste binsqty 4

Equipment

Wireless microphone
Portable speaker
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Tableware

Reusable drinking glassesqty 70
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice packsqty 12
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6
Pliersqty 4

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 8
Name badgesqty 60
Tapeqty 4
Scissorsqty 3

Lighting

LED string lightsqty 4
Battery lampsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the program before sending invitations, including the show start time, expected arrival time and when refreshments will be served. Families need this information to plan around children’s meals and naps.
Check the stage area at least one day before the show. Remove tables and chairs from the performance space, then test the wireless microphone, portable speaker and all extension cords before guests arrive.
Prepare the entrance for children and adults by printing the visitor list and setting out name badges. Assign at least one person to welcome guests while another person handles late arrivals or questions.
Do the shopping after registration numbers and dietary requirements are confirmed. Chill drinks in coolers several hours ahead, and prepare snacks that can be served quickly without interrupting the performance.
Schedule the magician’s arrival early enough for a sound check and setup, preferably 60 minutes before the show. Brief volunteers before doors open so everyone knows who handles the entrance, buffet and children’s questions.

Frequently asked questions

How early should I book a magician for a family magic show?: Book the magician as soon as you have a preferred date and venue, ideally 6 to 12 weeks ahead. Popular weekend slots can fill earlier, especially during school holidays.
How long before a family magic show should the venue be set up?: Allow at least 90 minutes for room setup, decorations, refreshments and equipment testing. Have the magician arrive about 60 minutes before the performance for preparation and a microphone check.
How many drinks should I prepare for a family magic show?: Plan about 2 to 3 drinks per person for the first hour, then add 1 drink per person for each additional hour. Keep extra water available, especially when children are attending.
When should I send a reminder for a family magic show?: Send the reminder 3 to 5 days before the event with the start time, arrival instructions and any parking or venue details. Use the final registration list to contact families about missing dietary information.

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