Fashion show checklist: what to arrange and when

A fashion show depends on tight coordination between designers, models, the host and the backstage crew. This checklist takes you from setting the date and booking the venue to fittings, garment tracking, lighting and catering. Start with the program and room layout, then confirm collections and models before invitations go out. In the final week, focus on alterations, walking order, garment labels and a timed backstage briefing so the show can run without last-minute searching.

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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 date and program
2 people
Reserve the venue and room layout
2 people
Select models
3 people
Confirm designers and collections
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Select music for the show
2 people
Creating the host run-of-show
2 people
Create the models' walking order
2 people
Collect clothing sizes
2 people
Record garments by model
3 people
Assemble outfit combinations
3 people
Schedule fitting appointments with models
2 people
Carry out the first fitting
4 people
Note clothing alterations
2 people
Create lighting plan for the catwalk
2 people
Brief the host and backstage crew
3 people
Collect clothing items
3 people
Label garments
3 people
Do the shopping
2 people
Iron and steam clothes
3 people
Prepare catering
3 people
Test equipment and music
3 people
Prepare public registration
2 people

Event

Open venue
2 people
Check deliveries
2 people
Build the catwalk
5 people
Set up audience seating
4 people
Set up backstage
4 people
Arrange clothing racks
3 people
Hang the clothing in walking order
4 people
Set up makeup and hair stations
3 people
Set up lights and sound
3 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the registration table
2 people
Carry out the final technical test
3 people
Welcome the models
3 people
Have the models change outfits
4 people
Hair and makeup styling
5 people
Welcome the audience
4 people
Manage the cloakroom
2 people
Serve welcome drinks
3 people
Deliver opening speech
Position models backstage
3 people
Guide the first show block
5 people
Change models between shows
5 people
Refill drinks
2 people
Refill snacks
2 people
Assist the Second Show Block
5 people
Arrange a break for the models
2 people
Check and repair clothing
3 people
Support the third show segment
5 people
Moderate audience questions
2 people
Guide the final with all models
5 people
Give a thank-you speech
Serve farewell drinks
3 people
Guide the audience to the exit
3 people

Aftercare

Sort the garments
4 people
Pack clothing
4 people
Collect tableware
3 people
Collect waste
3 people
Dismantle catwalk and chairs
5 people
Remove decorations
3 people
Tidy up backstage
4 people
Wash dishes
3 people
Clean the hall and restrooms
4 people
Gather borrowed items
2 people
Return clothing to designers
3 people
Return rental items
2 people
Handle lost property
Collect photo and video material
2 people

What to bring

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

Furniture

Runway Panelsqty 12
Audience chairsqty 120
Foldable tablesqty 10
Bar stoolsqty 6
Clothes racksqty 12
Changing room screensqty 8
Mirrorsqty 10
Coat rackqty 2
Waste binsqty 8

Equipment

Laptopsqty 2
Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 8
Power stripsqty 10
Cable traysqty 12
Clothes steamersqty 3
Ironsqty 2
Ironing boardsqty 2
Clothing racks for fitting roomsqty 4
Camerasqty 2
Memory cardsqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Atmosphere lightsqty 12

Decorations

Backdrop clothqty 2
Logo or name bannersqty 4
Flower arrangementsqty 6
Table décorqty 10
Decorative ribbonqty 6
Red carpet
Directional signsqty 12
Tableclothsqty 10
Clothing labelsqty 180
Clothes hangersqty 180
Clothing coversqty 120
Storage boxesqty 20
Safety pinsqty 200
Sewing kitsqty 4
Lint rollersqty 8
Clothes brushesqty 4

Tableware

Glassesqty 150
Coffee cupsqty 80
Dessert platesqty 120
Cutlery setsqty 120
Carafesqty 12
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice coolersqty 3
Cutting boardsqty 3
Knivesqty 6
Small bowlsqty 12
Thermos flasksqty 4
Bottle openersqty 4
traysqty 8

Cleaning

Microfiber clothsqty 20
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 2
Glovesqty 12

Catering

Groceries

Tips

Set the program before sending invitations, including guest arrival, the show start, collection changes and the expected finish time. Allow at least 30 minutes before the first walk for registration and seating.
Schedule the first fittings as soon as model sizes and garments are known. Leave a buffer of at least 7 days between the fitting and the show for alterations, replacements and a second check.
Record every garment by model and label it with the model’s name, look number and collection. Keep complete outfit combinations together on clothing racks instead of relying on memory backstage.
Build the catwalk lighting plan around the actual runway panels and audience layout. Test LED spotlights, speakers, microphones, mixer, extension cords and cable trays in the room before guests arrive.
Brief the host and backstage crew with one shared run-of-show and the final walking order. Prepare catering and drinks before the show begins, and keep a separate backstage route clear of chairs, tables and clothing racks.

Frequently asked questions

How far in advance should I plan a fashion show?: Start planning at least 8 to 12 weeks ahead. This gives you time to reserve the venue, confirm designers and collections, select models, send invitations and complete fittings before show week.
When should models have their first fitting?: Schedule the first fitting 3 to 4 weeks before the show, once clothing sizes and garments are recorded. Finish alterations and carry out a final outfit check at least 3 days before the event.
How many chairs and backstage changing areas do I need?: Provide one audience chair per confirmed guest, plus 5 to 10% spare seating. For backstage, plan one changing position per model when possible; otherwise allow at least 1 screen and mirror for every 2 to 3 models working at the same time.
How long should a fashion show run-through take?: Reserve 60 to 90 minutes on show day for the full run-through. Test the music, microphones, lighting cues, host script and model walking order in sequence, then keep at least 30 minutes for corrections.

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