Fashion show checklist: what to arrange and when

A fashion show depends on timing, clear movement and small details being ready before guests arrive. This checklist takes you from choosing the venue and date to managing registrations, clothing, backstage changes, lighting, music and the visitor route. Plan the running order early, then test the catwalk, sound and lighting with the people who will use them. The tasks and equipment are listed below so you can track what is arranged, confirmed and still missing.

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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

Set the venue and date
2 people
Set the theme and dress code
3 people
Prepare the budget
2 people
Confirm models and designers
2 people
Create the program and running order
3 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Confirm photographer
Confirm host
Select music
2 people
Check music rights
Create lighting plan
2 people
Create the backstage layout
2 people
Label clothing by race number
4 people
Check models' size chart
2 people
Arrange clothing transport
2 people
Print the run sheet
Prepare name badges
2 people
Check press list and guest list
2 people
Develop visitor route
2 people
Check emergency exits
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect clothing and accessories
4 people
Store catering chilled
2 people

Event

Open venue
2 people
Set up the stage and catwalk
6 people
Set up chairs and audience sections
4 people
Place clothing racks backstage
3 people
Set up backstage changing areas
4 people
Set up makeup stations
3 people
Connect lighting and sound
4 people
Set up decor and signage
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Lay out outfits per look
5 people
Welcome the models
3 people
Register models
2 people
Hair and makeup styling
6 people
Perform the technical sound check
3 people
Carry out a light test on the catwalk
3 people
Welcome the audience
4 people
Register guests
3 people
Serve welcome drinks
3 people
Deliver opening speech
Guide the first show block
6 people
Guide costume changes
6 people
Refill drinks
2 people
Guide photo moments
2 people
Assist the Second Show Block
6 people
Serve break snacks
3 people
Support the third show segment
6 people
Restock the evening buffet
3 people
Introduce designers
Lead the final
6 people
Present the thank-you speech
See the audience out
3 people

Aftercare

Sort and pack clothing
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations and signage
3 people
Dismantle lights and sound
4 people
Dismantle furniture
5 people
Return borrowed items
2 people
Return clothing
3 people
Check lost and found items
2 people
Store leftover stock
2 people
Secure camera equipment
2 people

What to bring

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

Furniture

Catwalk platformsqty 8
Stage stepsqty 2
Chairsqty 120
Foldable tablesqty 8
Bar stoolsqty 6
Clothes racksqty 12
Changing room screensqty 8
Mirrorsqty 8
Bar stoolsqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Audio extension cablesqty 4
Power stripsqty 8
Cable reelsqty 4
Clothes steamersqty 3
Ironsqty 2
Ironing boardsqty 2
Cameraqty 2
Tripodqty 2
Power banksqty 6
Clothes hangersqty 250
Storage boxesqty 20
Clothing coversqty 150
Sewing kitsqty 6
Safety pinsqty 500
Adhesive rollersqty 12
Tape measuresqty 6
Clothes brushesqty 6
Shoe hornsqty 4
Spare batteriesqty 40
USB sticksqty 4

Lighting

LED spotlightsqty 12
Light standsqty 6
Atmosphere lightsqty 10
Spare bulbsqty 8

Decorations

Backdropqty 2
Fabric backdropsqty 4
Flower arrangementsqty 6
Table runnersqty 8
Welcome sign
Route signsqty 8
Table décorqty 10
Buntingqty 6
Ribbonsqty 10
Plantsqty 12
Clothing labelsqty 150
Name badgesqty 150
Pensqty 30

Tableware

Wine glassesqty 130
Water glassesqty 130
Coffee cupsqty 100
Platesqty 130
Cutlery setsqty 130
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 8
Thermos flasksqty 6
Waste binsqty 8

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
Beverage coolersqty 4
Buffet warmersqty 4
Coffee filtersqty 200
Serving utensilsqty 20
Menusqty 12
Allergen cardsqty 30

Tips

Set the running order before printing invitations. It affects the program, host’s notes, music cues, model changes and the time guests should arrive.
Build the backstage layout around the number of models and clothing changes. Use clothing racks, changing room screens and mirrors, and label each outfit by race number before transport.
Check technical equipment at least one day before the show. Test the mixer, speakers, wireless microphones, laptop, power strips and cable reels together rather than separately.
Walk the visitor route before opening the doors. Route signs, the welcome sign, clear emergency exits and a separate backstage area prevent guests from blocking model access.
Confirm guest information no later than 48 hours before the event. Finalise the press list, guest list, dietary requirements, catering numbers and name badges so late changes do not disrupt check-in.

Frequently asked questions

How far in advance should I organise a fashion show?: Start planning at least 8 to 12 weeks ahead for a small fashion show. Confirm the venue, date, models and designers first, then allow the final 2 weeks for fittings, transport, technical checks and guest-list changes.
How do I create a fashion show running order?: List each collection, model appearance and clothing change in sequence, then add music, lighting and host cues. Finish a first version at least 3 weeks before the show and print the final run sheet 1 to 2 days beforehand.
What should I prepare backstage for a fashion show?: Allow a clearly marked changing area with racks, screens, mirrors and enough space for the planned number of models. Label every outfit by race number and check the size chart at least 1 week before the event.
When should I check the lighting and sound for a fashion show?: Create the lighting plan and confirm music rights at least 2 weeks before the show. Test the speakers, mixer, microphones, laptop, cables and LED spotlights during a venue walk-through no later than the day before.

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.