Family Talent Show Checklist

A family talent show needs more than a list of performers. You have to fit every act into a realistic running order, confirm music and technical needs, and give families clear deadlines. This checklist takes you from booking the hall to printing the run sheet and preparing food, voting ballots, prizes, and certificates. Use it to keep the event moving while leaving enough time for setup, sound checks, audience seating, and last-minute changes.

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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 time
Reserve the venue and hall
Create program layout
2 people
Design invitations
Send invitations
Register sign-ups
Collect dietary requirements
Inventory performances
Set the performance order
2 people
Confirm participants
Book host
Invite the judges
Gather music files
Check music rights
Create technical list
Print the run sheet
Make name badges
Make audience voting ballots
Arrange prizes and certificates
Calculate catering quantities
Check the shopping list
2 people
Do the shopping
2 people
Sort non-perishable stock
2 people
Buy fresh products
2 people
Remind performing families
Pick up venue keys
Keep chilled products cool
2 people
Open hall
2 people
Conduct a safety check
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Connect the technical equipment
2 people
Test microphones
2 people
Test music playback
2 people
Hang decorations
3 people
Set up the welcome desk
2 people
Set up the catering table
3 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Chill drinks
2 people
Prepare awards ceremony
2 people

Event

Receive participants
3 people
Quickly review the performances
2 people
Welcome the audience
3 people
Open the program
Guide the performances
3 people
Start the music
Distribute audience voting
2 people
Collect ballots
2 people
Count the votes
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Collect waste along the way
2 people
Restock the buffet
2 people
Serve dinner
4 people
Support adult performances
3 people
Announce the winners
2 people
Present prizes
2 people
Announce the farewell
See the crowd off
3 people

Aftercare

Switch off the equipment
2 people
Remove decorations
3 people
Store food safely
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the room
3 people
Clean the restrooms
2 people
Check materials
2 people
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 4
Buffet tablesqty 3
Coat racksqty 2
Clothes hangersqty 70
Tableclothsqty 10

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Mixer
Laptop
Music player
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 3
Wireless presentation mouse
Spare batteriesqty 12

Lighting

LED spotlightsqty 4
String lightsqty 4
Night lightsqty 2

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 8
Backdrop cloth
Star foilqty 2
Confettiqty 4
Flower arrangementsqty 6
Adhesive hooksqty 30
Ribbonqty 4

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Dessert platesqty 70
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving spoonsqty 8
Small bowlsqty 20
Serving plattersqty 12
Pitchersqty 8
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Measuring cupsqty 3
Mixing bowlsqty 4
Serving tongsqty 6
Aluminum foilqty 2
Food storage containersqty 12
Coffee machinesqty 2
Kettlesqty 2
Hot platesqty 2
Bottle openersqty 3

Catering

Insulated bagsqty 3
Cake standsqty 2
Drink dispensersqty 3
Menusqty 8
Napkin holdersqty 8
Ice packsqty 12
Trophiesqty 3
Certificate foldersqty 12
Name badgesqty 80
Ballot boxesqty 2
Ballotsqty 80
Pensqty 20
Clipboardsqty 4
Stage sign

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Toilet brushesqty 2
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet paper holdersqty 4
Microfiber clothsqty 12
Cleaning brushesqty 4

Groceries

Groceries

Tips

Set a firm sign-up deadline at least 10 days before the show. Use the final list to build the performance order, identify missing music files, and check which acts need microphones, stands, or other equipment.
Allow 5–10 minutes between the advertised start time and the first performance. This gives families time to find seats, performers time to get ready, and the host time to explain voting and house rules.
Create one technical list for every act, including music format, microphone needs, props, and approximate performance length. Test all files on the event laptop or music player at least 24 hours before doors open.
Print the final run sheet, name badges, and audience voting ballots before the event day. Keep one master copy with the host and another with the sound operator so a missing page does not stop the programme.
Buy shelf-stable food and drinks several days ahead, but leave fresh products until the day before or the morning of the show. Calculate catering for registered guests plus 10% extra, especially when children are attending.

Frequently asked questions

How far in advance should I organise a family talent show?: Start at least 6 weeks before the event if you need to reserve a hall and invite families. Set the performance sign-up deadline around 10 days before the show, then use the final list to confirm the running order and technical requirements.
How long should a family talent show last?: Plan roughly 2 to 3 minutes per act, plus 5 to 10 minutes for introductions, voting, and prize presentations. For 20 performances, allow about 90 minutes to 2 hours, including short transitions and an intermission if needed.
When should I test the sound and music for a family talent show?: Test every music file and microphone at least 24 hours before the show. On the day, schedule a sound check 60 to 90 minutes before guests arrive and keep spare batteries, extension cords, power strips, and gaffer tape nearby.
How much food and drink do I need for a family talent show?: Plan 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Prepare food for the confirmed guest count plus 10% extra, and collect dietary requirements before shopping.

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.