Fashion show checklist: what to arrange and when

A fashion show depends on tight timing between designers, models, clothing, music, lighting and the runway crew. This checklist takes you from confirming the venue and theme to labeling outfits, building the runway and opening the doors. It also covers details that are easy to leave too late, such as music rights, dietary requirements, clothing fit checks and fully charged equipment. Use the task list as your working schedule and set clear deadlines for every person involved.

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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
Set the theme and dress code
2 people
Select models
3 people
Confirm designers
2 people
Inventory collections
3 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Confirm photographer
Check music rights
Assemble the music playlist
2 people
Develop lighting plan
2 people
Define the walking order
3 people
Label clothing by model
4 people
Check clothing for fit
3 people
Inform models
Print the run sheet
Do the shopping
2 people
Check clothing racks
2 people
Charge equipment
2 people

Event

Open venue
2 people
Build the runway
5 people
Set up chairs
4 people
Set up backstage
4 people
Hang up clothing
4 people
Sort clothing by outfit
3 people
Set up makeup stations
2 people
Set up lighting equipment
3 people
Set up sound equipment
3 people
Test the music
2 people
Test lighting settings
2 people
Set up catering
3 people
Chill drinks
2 people
Set up registration desk
2 people
Lay out the programs
Welcome the models
2 people
Have the models change outfits
3 people
Hair and makeup styling
5 people
Give models a briefing
2 people
Welcome guests
3 people
Check off registrations
2 people
Serve welcome drinks
3 people
Guide guests to their seats
2 people
Deliver the opening presentation
Present the first collection
5 people
Present the second collection
5 people
Serve break snacks
3 people
Refill drinks
2 people
Present the third collection
5 people
Arrange a photo moment with the designers
2 people
Set up the buffet
4 people
Serve the buffet
4 people
Clear tables
3 people
Present the fourth collection
5 people
Prepare the final
4 people
Present the finale
6 people
Thank the designers
Serve farewell drinks
3 people
Guide guests to the exit
2 people
Collect the clothing after the event
4 people
Switch off equipment
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Tidy up backstage
4 people
Dismantle the runway
5 people
Clear away chairs and tables
4 people
Clean the venue
4 people
Return clothing
3 people
Return equipment
2 people
Clear away leftover catering
2 people
Remove decorations
3 people

What to bring

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

Furniture

Runway panelsqty 12
Chairsqty 120
Cocktail tablesqty 8
Buffet tablesqty 4
Registration desk
Clothes racksqty 12
Clothes hangersqty 150
Foldable tablesqty 6
Curtains of passionqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
DJ controller
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Clothes steamersqty 3
Ironing boardsqty 2
Cameraqty 2
Memory cardsqty 4
Power banksqty 6

Lighting

LED spotlightsqty 8
Light standsqty 6
Mood lightingqty 10
Battery lampsqty 8

Decorations

Backdrop clothqty 2
Brand signsqty 6
Flower arrangementsqty 8
Table runnersqty 8
Wayfinding signsqty 8
Number cardsqty 120

Tableware

Wine glassesqty 140
Water glassesqty 140
Platesqty 140
Cutlery setsqty 140
Coffee cupsqty 80
Serving plattersqty 20
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Coolersqty 4
Thermos flasksqty 6
Serving tongsqty 12
Cutting boardsqty 4
Chef's knifeqty 4

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4

Catering

Groceries

Tips

Confirm the walking order before the event day and include model names, outfit labels and music cues on the run sheet. Print several copies so the backstage team is not relying on one laptop.
Check every garment for fit at least 2–3 days before the show. Label clothing by model and keep hangers, racks, steamers and ironing boards together backstage.
Test speakers, the mixer, microphones, laptop, DJ controller and lighting before guests arrive. Charge equipment and bring extension cords, power strips and gaffer tape for last-minute cable fixes.
Plan guest registration separately from the runway entrance. Set up the registration desk, invitations or registration list, seating and cocktail tables before the venue opens to avoid queues at the door.
Confirm catering after collecting dietary requirements, not before. Give the caterer the final guest count and requirements several days ahead, then check buffet tables, table runners and serving space during setup.

Frequently asked questions

How far in advance should I start planning a fashion show?: Start at least 8–12 weeks before the show. Confirm the date, venue, designers, models and theme first; invitations, catering, music and production details follow once those are fixed.
When should models try on the clothes for a fashion show?: Schedule the main fit check 2–3 days before the show, with a final check on the event day. Label each outfit by model and allow time for steaming, ironing or simple adjustments.
How long before the show should the runway be set up?: Allow at least 3–4 hours for runway panels, chairs, lighting, speakers and backstage clothing racks. Open the venue early enough to test sound and lighting before models arrive.
How many copies of the fashion show run sheet do I need?: Print one copy for the show caller, backstage team, sound operator, lighting operator and registration desk—usually 5–7 copies. Keep a digital backup on the laptop or phone as well.

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.