Fashion show checklist: what to arrange and when

A fashion show depends on tight coordination between designers, models, backstage teams, guests and technical suppliers. Start with the date, theme and venue, then lock in collections, model sizes, music, lighting and the running order before invitations go out. The final week is for fittings, steaming garments, testing microphones and speakers, and checking every changeover. This checklist helps you work through the 96 planning tasks in a practical sequence, without leaving backstage details until the day itself.

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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 theme
2 people
Reserve venue
Select models
3 people
Confirm designers
2 people
Inventory collections
2 people
Check music rights
Book photographer
Book host
Confirm the technical supplier
Design invitation
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the program
2 people
Calculate catering quantities
2 people
Reserve furniture
Reserve clothing racks
Develop the run sheet
2 people
Define the walking order
3 people
Choose music by collection
2 people
Develop lighting plan
2 people
Compile the press list
Send press invitations
Collect clothing sizes
2 people
Prepare clothing labels
2 people
Distribute promotional materials
2 people
Finalize registrations
2 people
Print name badges
Print the run sheet
Do the shopping
3 people
Pick up clothing
2 people
Check clothing
3 people
Steam clothes
2 people
Test the equipment
2 people
Chill the groceries
2 people
Open venue
2 people
Clean the floor and entrance
3 people
Lay runway flooring
4 people
Set up audience seating
4 people
Set up the registration table
2 people
Set up clothing racks
3 people
Hang clothing by collection
4 people
Set up changing rooms
3 people
Place mirrors
2 people
Set up makeup tables
2 people
Hang up decorations
3 people
Install the backdrop
3 people
Install lighting
3 people
Connect the sound system
2 people
Test the music
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Label clothing racks
2 people
Brief the models
2 people
Prepare layouts
4 people
Dress the models
5 people
Brief the registration team
2 people

Event

Welcome the audience
4 people
Manage the cloakroom
2 people
Serve welcome drinks
3 people
Accredit press
Announce the host
Show the first collection
8 people
Serve snacks
4 people
Refill drinks
2 people
Change clothes
6 people
Show the second collection
8 people
Guide the photo moment
2 people
Change outfits again
6 people
Show third collection
8 people
Serve break drinks
3 people
Restock break buffet
3 people
Put on the final outfits
6 people
Present the finale
8 people
Bring designers on stage
2 people
Moderate audience questions
2 people
Host the networking drinks reception
4 people
Refill drinks during the reception
2 people
Wave goodbye to visitors
3 people

Aftercare

Count clothing items
3 people
Pack clothing
4 people
Wash dishes
3 people
Collect waste
3 people
Take down the buffet
3 people
Remove decorations
3 people
Dismantle lights and sound
3 people
Remove runway flooring
4 people
Clear away chairs and tables
4 people
Clean the venue
4 people
Check borrowed items
2 people
Return materials
2 people
Return clothing
2 people
Store unused stock
2 people
Gather photos and press materials
Send thank-you messages
2 people

What to bring

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

Furniture

Runway panelsqty 12
Audience chairsqty 110
Reception tablesqty 2
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 4
Clothes racksqty 10
Dressing room tablesqty 6
Makeup tablesqty 6
Folding screensqty 8
Mirrorsqty 8
Waste binsqty 8

Equipment

Laptopsqty 2
Tabletsqty 2
Cameraqty 2
Clothes steamersqty 3
Ironsqty 2
Ironing boardsqty 2
Wireless microphonesqty 3
Speakersqty 4
Mixer
Laptop standsqty 2
Extension cordsqty 8
Power stripsqty 12
Cable traysqty 10

Lighting

Spotlightsqty 8
LED panelsqty 6
Mood lightingqty 8
Light standsqty 6

Decorations

Back wall panelsqty 4
Fabric backdropsqty 3
Flower arrangementsqty 8
Table runnersqty 6
Entrance sign
Program postersqty 6
Directional signsqty 8
Name badgesqty 130
Table numbersqty 12

Tableware

Wine glassesqty 130
Water glassesqty 130
Coffee cupsqty 80
Platesqty 160
Dessert platesqty 130
Forksqty 160
Knivesqty 160
Spoonsqty 130
Serving plattersqty 20
Serving spoonsqty 12
Serving tongsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 24
Tableclothsqty 8
Bottle openersqty 6
Corkscrewsqty 4
Coolersqty 6

Cleaning

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

Safety

Cable matsqty 12
Bollardsqty 12
First aid kitsqty 2
Flashlightsqty 4
Fire extinguishersqty 2

Catering

Groceries

Tips

Reserve the venue before confirming the show schedule with designers and models. Check that it has enough room for runway panels, audience chairs, dressing areas, clothing racks, mirrors and a separate reception or buffet area.
Collect model measurements and clothing sizes as soon as the cast is confirmed. Use them to check every collection before the final fitting, rather than discovering missing sizes when garments are already being steamed.
Build the run sheet around real changeover times. Allow a fixed slot for each collection, including model entry, walking order, exit, backstage changes and any lighting or music cue.
Test the complete technical setup before guests arrive: wireless microphones, speakers, mixer, laptop stands, extension cords, power strips, cable trays, spotlights and LED panels. A sound check alone will not reveal lighting shadows or unsafe cable routes.
Prepare backstage workstations early on show day. Set out makeup tables, dressing room tables, folding screens, mirrors, irons, ironing boards and clothes steamers, and keep waste bins and coat racks where staff can reach them without crossing the runway.

Frequently asked questions

How far in advance should I start planning a fashion show?: Start at least 12 weeks before the show. Use the first 2 to 4 weeks to confirm the date, theme, venue, designers, models, photographer, host and technical supplier; send invitations only after the main capacity and schedule are known.
When should fashion show invitations be sent?: Send invitations 4 to 6 weeks before the event, with a registration deadline about 10 to 14 days before the show. Keep the final week for processing registrations, collecting dietary requirements and confirming the guest and press lists.
How long before a fashion show should the running order be finalised?: Finalise the walking order, music by collection and lighting plan 7 to 10 days before the show. Run a full rehearsal or technical walkthrough within 24 hours of opening so every cue and changeover can be checked.
How much time do models need for fittings before a fashion show?: Schedule the first fitting 2 to 3 weeks before the show, then a final fitting 2 to 4 days beforehand. Keep garments organised by collection and walking order, and reserve extra backstage time for steaming, alterations and quick changes.

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.