Fashion show checklist: what to arrange and when

A fashion show depends on timing: clothing must arrive before fittings, the running order must be ready before rehearsals, and backstage needs to work before guests arrive. Start by confirming the date and venue, then book the people and suppliers who affect the schedule. Allow extra time for model measurements, outfit changes, steaming and technical checks. This checklist brings the planning sequence together, from the first collection decisions to the final runway walk.

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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
Recruit models
2 people
Reach out to designers
2 people
Select clothing collections
3 people
Compile program
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve photographer
Put together the music
2 people
Book host
Develop lighting plan
2 people
Determine the walking route
2 people
Create a clothing list by model
2 people
Collect model measurements
2 people
Plan fittings
2 people
Post promotion on social media
2 people
Send parking information
Pick up clothing
3 people
Check clothing
3 people
Sort accessories by outfit
3 people
Try on clothes
5 people
Note clothing changes
2 people
Label outfits
3 people
Print the run sheet
Print crew schedule
Test the equipment
3 people
Confirm catering order
Do the shopping
2 people
Bring clothing to the venue
3 people

Event

Open venue
2 people
Build the runway
5 people
Set up chairs
4 people
Set up backstage
4 people
Set up clothing racks
3 people
Hang outfits backstage
5 people
Hang up decorations
3 people
Install lighting
3 people
Connect the sound system
3 people
Test music and microphones
3 people
Set up catering
3 people
Chill drinks
2 people
Set up registration desk
2 people
Welcome the models
2 people
Have the models change outfits
4 people
Hair and makeup styling
4 people
Walkthrough with models
5 people
Welcome guests
4 people
Register visitors
3 people
Serve welcome drinks
3 people
Present the fashion show
3 people
Control music during the show
Operate the lighting during the show
Guide models backstage
3 people
Take photos during the show
Serve snacks
3 people
Refill drinks
2 people
Explain the fashion presentation
Explain the donation information
Host the informal drinks reception
3 people
See off guests
3 people

Aftercare

Collect clothing
4 people
Check clothing for damage
3 people
Switch off equipment
2 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Dismantle the runway
5 people
Put furniture back
4 people
Return clothing
3 people
Return borrowed materials
2 people
Provide participants with photos
Send thank-you messages
2 people

What to bring

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

Furniture

Runway platformsqty 8
Lounge chairsqty 8
Chairsqty 120
Foldable tablesqty 10
Tall cocktail tablesqty 8
Clothes racksqty 12
Clothes hangersqty 120
Mirrorsqty 8
Partitionsqty 6
Table linenqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Laptop
Laptop stand
Extension cordsqty 8
Power stripsqty 8
Tapeqty 6
Clothes steamersqty 3
Ironsqty 2
Ironing boardsqty 2
Clothing coversqty 40
Clothing sewing kitsqty 3

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Light filtersqty 8

Decorations

Backdrop clothsqty 3
Flower arrangementsqty 8
Table décorqty 10
Directional signsqty 10
Program standsqty 4
Red carpet

Tableware

Wine glassesqty 140
Water glassesqty 140
Coffee cupsqty 100
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 100
Serving plattersqty 20
Serving utensilsqty 12
Carafesqty 20

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef and serving knivesqty 6
Whiskqty 2
Measuring cupsqty 2
Serving tongsqty 8
Glovesqty 20

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Microfiber clothsqty 20
Dish brushesqty 4
Cleaning glovesqty 10

Catering

Groceries

Tips

Set the date and venue before inviting anyone, then allow at least 2 hours before the doors open for lighting, sound, seating and runway checks.
Collect each model’s measurements before scheduling fittings. Keep a clothing list by model and note every outfit change so backstage staff can prepare the correct accessories.
Build the programme around the walking route and outfit changes. Add a short pause between collections rather than planning continuous walks with no time to reset.
Pick up the clothing early enough to check every item, sort accessories by outfit and cover the garments. Keep steamers, irons, ironing boards and sewing kits backstage for last-minute repairs.
Finish the technical plan before show day: test speakers, mixer, wireless microphones, laptop, extension cords and power strips, then run the music and lighting sequence with the host.

Frequently asked questions

How long does it take to organise a fashion show?: Allow at least 6 to 8 weeks for a small fashion show. Larger programmes need more time for designers, model recruitment, invitations, fittings, catering and technical bookings.
How far in advance should models be fitted for a fashion show?: Schedule the first fitting 2 to 3 weeks before the show, after collecting measurements. Plan a final try-on within 3 to 5 days of the event so changes can still be recorded.
How many outfits can one model wear in a fashion show?: Plan around 2 to 4 outfits per model unless you have a dedicated backstage team. Allow at least 5 minutes for a simple change and longer when clothing, accessories or hair and makeup must change.
When should invitations be sent for a fashion show?: Send invitations 3 to 4 weeks before the show and set the registration deadline 5 to 7 days before it. Use the final guest list to confirm catering, dietary requirements and seating.

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.