How to organise a costume show from first idea to final walk

A costume show needs more than costumes and a runway. Start by fixing the date, venue, theme and programme, then build the participant list before you plan the running order. Give yourself time to collect costume details, dietary requirements and accurate contact information. The most common problems happen backstage: missing labels, untested microphones, too few mirrors or no clear place for models to change. Use the plan below to keep registration, production and show-day setup in the right order.

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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 people
2
Set the program and theme
3 people
3
Approach models and designers
2 people
4
Publish registration form
5
Send invitations
2 people
6
Place promotion for the show
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Make reservations
10
Compile the model list
2 people
11
Check contact details
12
Set running order
3 people
13
Compile music list
2 people
14
Write presentation texts
2 people
15
Create floor plan for the hall
2 people
16
Reserve clothing racks and mirrors
17
Assign volunteers
2 people
18
Test the sound and lighting
2 people
19
Collect costume information
2 people
20
Prepare name badges
21
Print the program
22
Check the shopping list
2 people
23
Check costumes
3 people
24
Label costumes
2 people
25
Do the shopping
2 people
26
Prepare snacks
3 people
27
Chill drinks
2 people
28
Clear the hall floor
3 people
29
Set up tables and chairs
4 people
30
Set Up the Catwalk
3 people
31
Set up clothing racks
2 people
32
Set up changing rooms
3 people
33
Set Up Mirrors and Hand Mirrors
2 people
34
Hang up decorations
3 people
35
Install lighting
2 people
36
Connect sound equipment
2 people
37
Fully test technical setup
2 people
38
Set up the reception desk
2 people
39
Set up the catering buffet
3 people
40
Lay out costumes by round
4 people

Event

41
Welcome the models
3 people
42
Register models
2 people
43
Distribute costumes
3 people
44
Provide makeup and styling
4 people
45
Welcome the audience
3 people
46
Distribute program
2 people
47
Run the cloakroom
2 people
48
Give the opening speech
49
Guide the first show round
4 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Oversee costume changes
4 people
53
Guide the Second Show Round
4 people
54
Restock break buffet
3 people
55
Moderate audience questions
2 people
56
Lead the third show round
4 people
57
Guide the photo moment
3 people
58
Collect audience feedback
2 people
59
Handle prize ceremony
3 people
60
Deliver the closing speech
61
Guide the audience to the exit
3 people
62
Collect costumes
3 people
63
Issue the cloakroom
2 people

Aftercare

64
Sort costumes
3 people
65
Clean up the buffet and kitchen
3 people
66
Wash dishes
2 people
67
Collect waste
3 people
68
Remove decorations
3 people
69
Switch off equipment
2 people
70
Put furniture back
4 people
71
Clean the hall and changing rooms
4 people
72
Inventory materials
2 people
73
Return costumes
2 people
74
Return borrowed items
2 people
75
Collect photos and files
76
Send thank-you messages
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 90
Clothes racksqty 10
Foldable tablesqty 3
Coat racksqty 4
Bar stoolsqty 6

Equipment

Active speakersqty 2
Microphonesqty 2
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 8
Laptop stand
Steam cleanerqty 2
Clothes steamer

Lighting

LED spotlightsqty 6
String lightsqty 4
Light standsqty 3

Decorations

Backdrop clothqty 2
Decorative panelsqty 6
Fabric drapesqty 8
Plantsqty 8
Decorative cushionsqty 12
Photo framesqty 6
Table décorqty 8
Tableclothsqty 8
Directional signsqty 10

Clothing & Styling

Clothes hangersqty 100
Clothing coversqty 40
Full-length mirrorsqty 4
Changing room screensqty 6
Sewing kitsqty 4
Pin cushionsqty 4
Clothes brushesqty 4
Makeup mirrorsqty 4
Styling tablesqty 4

Tableware

Reusable glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Knivesqty 6

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the theme and programme before inviting models or designers. This gives people clear information about what to submit and lets you publish a registration form with the right deadlines.
Close registrations early enough to check every entry. Allow at least 7 days to verify names, contact details, costume information and dietary requirements before compiling the final model list.
Create the running order only after you know which costumes are confirmed. Write the presentation text and music list from that final order, then print the programme rather than relying on last-minute changes.
Treat the backstage area as a separate workspace. Reserve clothing racks, hangers, covers and full-length mirrors, label every costume, and leave a clear route from changing area to the show floor.
Test sound and lighting with the actual laptop, mixer, microphones, speakers and extension cords before guests arrive. Schedule the test at least 2 hours before the doors open and keep spare power strips available.

Frequently asked questions

How far in advance should I organise a costume show?: Start planning at least 8 to 12 weeks before the show. Confirm the date and location first, then allow several weeks for registrations, promotion, costume information and the final running order.
How many models do I need for a costume show?: There is no fixed number, because it depends on the programme and the time available. As a practical limit, plan about 2 to 3 minutes per model or costume presentation, then add 15 to 20 minutes for the opening, closing and changes.
When should I close registration for a costume show?: Close registration at least 7 days before the event. You need that time to check contact details, confirm costumes, collect dietary requirements and prepare the running order, music list and presentation texts.
How early should I set up the venue on the day?: Begin setup at least 4 hours before the audience arrives. This allows time to arrange tables and chairs, prepare racks and mirrors, place signs, check costumes and complete a full sound and lighting test at least 2 hours before opening.

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.