How to organise a camping talent show

A camping talent show works best when performances are confirmed before everyone arrives and the evening has a clear running order. Start by securing the campsite and opening registration, then assign acts, invite the judges and publish the programme. On the day, allow time for the stage, tents, sound system and lighting before setting up the buffet. The plan below helps you avoid the usual delays: missing performance files, unclear judging forms and equipment that has not been tested outdoors.

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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

1
Confirm date and location
2
Reserve camping pitches
3
Send invitations
2 people
4
Open the registration form
5
Process registrations
2 people
6
Confirm participants
7
Collect dietary requirements
8
Assign performances
2 people
9
Invite the judges
10
Book host
11
Publish the program
12
Print Jury Forms
13
Collect performance numbers
14
Check the weather forecast
15
Do the shopping
3 people
16
Test equipment
2 people
17
Prepare performance files
18
Set up tables
4 people
19
Set up chairs
4 people
20
Set up stage sections
4 people
21
Build party tents
4 people
22
Hang up decorations
2 people
23
Connect sound equipment
2 people
24
Set up lighting
2 people
25
Set up the buffet
3 people
26
Chill drinks
2 people
27
Set up judges' table

Event

28
Receive participants
3 people
29
Register performances
2 people
30
Sound check per performance
2 people
31
Welcome the audience
3 people
32
Announce the opening
33
Guide the performances
3 people
34
Serve snacks
3 people
35
Refill drinks
2 people
36
Collect jury forms
37
Process the jury results
2 people
38
Announce the winners
39
Provide music
40
Monitor sound and lighting
41
See the crowd off
2 people

Aftercare

42
Collect waste
3 people
43
Wash dishes
2 people
44
Turn off the sound equipment
2 people
45
Remove decorations
2 people
46
Clear tables and chairs
4 people
47
Dismantle the stage
4 people
48
Clean the grounds
4 people
49
Check stock
50
Return materials
2 people
51
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 10
Chairsqty 80
Beer tablesqty 4
Judges' table
Buffet tableqty 2
Stage sectionsqty 6

Tableware

Reusable platesqty 90
Reusable bowlsqty 40
Reusable cupsqty 160
Reusable cutleryqty 100
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4

Lighting

LED string lightsqty 6
LED lampsqty 8
Cable reelsqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Stage backdrop
Name badgesqty 100

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Bottle openersqty 3
Ice cube traysqty 6

Cleaning

Dishpanqty 2
Spongesqty 6
Cleaning clothsqty 12
Broomqty 2
Centerpiece
Waste binsqty 6

Organization

Jury formsqty 30
Clipboardsqty 5
Pensqty 20
Program boardsqty 4
Prize trophiesqty 3
Gift vouchersqty 3

Catering

Groceries

Tips

Close registration at least 7 days before the show. Use the final list to confirm each performer, collect dietary requirements and assign a running order with realistic changeover time between acts.
Allow 90 minutes for the technical setup and testing. Check the speakers, mixer, wireless microphones, laptop, microphone stands, extension cords and power strips before the audience arrives.
Plan for weather rather than waiting for the forecast. Put up the party tents early, check the ground and cable routes, and keep stage sections, lighting and the stage backdrop protected until setup begins.
Print one jury form per judge and prepare the performance files in programme order. Keep a backup copy on a second device so the host is not searching for music between acts.
Set out the judges’ table, audience seating and buffet separately. Prepare reusable plates, bowls, cups and cutlery before serving starts, and keep drinks in coolers with pitchers and thermos flasks ready for refills.

Frequently asked questions

How far in advance should I organise a camping talent show?: Reserve the camping pitches and confirm the date at least 6 to 8 weeks ahead. Open registration early, then close it about 7 days before the event so you have time to confirm acts and publish the programme.
How long should a camping talent show last?: Plan roughly 3 to 5 minutes per performance, plus 2 minutes for changing acts. For 15 performances, allow about 75 to 90 minutes on stage, followed by judging or awards if those are part of the evening.
When should I set up the stage and sound equipment?: Start physical setup at least 2 hours before the first performance and reserve 30 minutes for a sound check. Test every microphone, music file, speaker and lighting connection with the actual laptop and cables you will use.
What should I do if it rains during a camping talent show?: Put up the party tents before the event starts and keep a covered area large enough for the stage, judges and audience. Make the final weather check 24 hours before the show, then confirm any programme changes with participants.

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