How to organise a clown show without last-minute chaos

Start by fixing the date, venue and clown booking before you invite anyone. Then use registrations to build a reliable visitor list, collect dietary requirements and calculate food and drink quantities. The room needs a clear play area, seating, buffet space and a tested sound setup. Most problems happen when equipment, power leads and final shopping are left until the event day. Work backwards from the show start time and give each setup task an owner.

Organize this event for free with Lizzt

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
Book clown show
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Update visitor list
7
Calculate catering quantities
8
Check the shopping list
9
Inventory materials
2 people
10
Confirm reservations
11
Check the venue and room layout
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Print the run sheet and contact list
16
Test the equipment
2 people
17
Set out decorations
2 people
18
Sweep hall
2 people
19
Set up tables
3 people
20
Set up chairs
4 people
21
Clear the play area
2 people
22
Hang decorations
3 people
23
Set up the reception table
2 people
24
Set up buffet tables
3 people
25
Connect sound equipment
2 people
26
Test microphone and music
2 people

Event

27
Receive clown
28
Welcome visitors
3 people
29
Check off registrations
2 people
30
Take coats
2 people
31
Assist the clown show
2 people
32
Serve drinks and snacks
4 people
33
Refill drinks
2 people
34
Clear tables during the event
2 people
35
Guide visitors out
3 people
36
See off the guests and clown
2 people

Aftercare

37
Collect waste
3 people
38
Wash dishes
3 people
39
Clean the buffet and kitchen
2 people
40
Remove decorations
3 people
41
Clean the room
3 people
42
Switch off equipment
2 people
43
Return materials
2 people
44
Return borrowed items
45
Collect lost property

What to bring

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

Furniture

Chairsqty 55
Tablesqty 6
Clothing racksqty 2
Buffet tablesqty 3

Decorations

Balloonsqty 100
Balloon pumpsqty 2
Buntingqty 4
Backdrop cloth
Tableclothsqty 6
Wayfinding signsqty 6

Equipment

Portable speaker
Wireless microphone
Microphone stand
Music player
Extension cordsqty 3
Power stripsqty 3
Spare batteriesqty 8

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Thermos flasksqty 3
Coolersqty 2
Water jugsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Lighting

LED string lightsqty 4

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Book the clown show before sending invitations, then confirm the performance time, arrival time and any sound requirements at least one week before the event.
Close registrations several days before the show and update the visitor list immediately. Use the final number to calculate catering, allowing two to three drinks per person for the first hour.
Plan the room around the performance first: clear the play area, place chairs where children can see, and keep buffet tables and the reception table outside the main movement area.
Test the portable speaker, wireless microphone, microphone stand and music player before guests arrive. Check extension cords, power strips and spare batteries, rather than discovering a missing connection during the show.
Finish shopping and food preparation on the day before where possible. On the event day, chill drinks, set out reusable tableware, hang decorations and print the run sheet and contact list before the first guests arrive.

Frequently asked questions

How far in advance should I book a clown show?: Book the clown show as soon as the date and venue are confirmed, preferably at least 4 to 6 weeks ahead. Confirm the performance length, arrival time and equipment needs one week before the event.
How much food and drink do I need for a clown show?: Use the final visitor list to calculate quantities rather than the invitation count. For drinks, plan on two to three per person for the first hour, then add more based on the total event length and the children's age group.
When should I set up the room for a clown show?: Allow at least 90 minutes for room setup, plus 20 to 30 minutes for an equipment test. Clear the play area first, then arrange chairs, buffet tables, decorations and the reception table around it.
What equipment does a clown show usually need?: Check whether the performer needs a portable speaker, wireless microphone or music player, and test everything at least 30 minutes before arrival. Keep extension cords, power strips and spare batteries available so a loose connection does not interrupt the show.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!