How to organise a drag show without last-minute chaos

Start by locking in the date and venue, then build the show around confirmed performers and realistic changeover times. Before promoting tickets, collect each artist’s technical requirements, music files, arrival plans and preferred performance length. A drag show also needs more than a stage: plan the host, audience flow, drinks, seating, lighting and a reliable sound setup. Work backwards from opening time so transport, catering, registration and the venue check are finished before guests arrive.

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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
Book artists
2 people
3
Agree on performance times
2 people
4
Gather technical requirements
2 people
5
Gather music files
6
Send invitations
2 people
7
Publish ticket information
8
Process registrations
9
Collect dietary requirements
10
Make reservations
11
Create the program
2 people
12
Book host
13
Assign volunteers
2 people
14
Arrange artist transport
15
Place catering order
16
Reserve equipment
17
Purchase decorations
2 people
18
Check the shopping list
2 people
19
Share performer information
20
Print the visitor list
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Open venue
2 people
25
Check work areas
2 people
26
Set out furniture
4 people
27
Clear the stage area
2 people
28
Hang backdrop
2 people
29
Hang decorations
3 people
30
Set up lighting equipment
2 people
31
Connect sound equipment
2 people
32
Test microphones
2 people
33
Test music playback
2 people
34
Set up artist room
2 people
35
Set out mirrors and makeup
2 people
36
Build the catering buffet
3 people
37
Test the cash register and card terminal
2 people
38
Set up the registration desk
2 people
39
Hang up the program clearly
40
Check safe walking routes
2 people

Event

41
Welcome performers
2 people
42
Welcome visitors
3 people
43
Check tickets
2 people
44
Serve welcome drinks
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Assist performers
48
Brief the presenter
49
Announce the first show
50
Assist with the first show
3 people
51
Serve break drinks
3 people
52
Announce the second show
53
Assist the second show
3 people
54
Guide the photo moment
2 people
55
Serve dinner snacks
3 people
56
Announce the third show
57
Lead the third show
3 people
58
Guide audience interaction
2 people
59
Announce the final
60
Lead the final
3 people
61
Thank the performers
2 people
62
Guide visitors out
3 people
63
Close the register
2 people
64
Collect lost and found items

Aftercare

65
Chill leftover food
2 people
66
Switch off equipment
2 people
67
Remove decorations
3 people
68
Collect tableware
3 people
69
Collect waste
3 people
70
Clean the bar and tables
3 people
71
Check toilets
2 people
72
Clean the floor
2 people
73
Put furniture back
4 people
74
Return equipment
2 people
75
Store remaining supplies
2 people
76
Handle artist arrangements
77
Hand over lost and found items
78
Lock up the venue
2 people

What to bring

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

Furniture

Cocktail tablesqty 8
Foldable tablesqty 6
Chairsqty 100
Clothes racksqty 4
Bar stoolsqty 6
Waste binsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptopsqty 2
USB sticksqty 3
Extension cordsqty 4
Power stripsqty 8
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Light standsqty 3
Mood lightingqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Balloonsqty 150
Buntingqty 6
Table décorqty 12
Photo propsqty 20
Program boardsqty 4
Name badgesqty 120

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Storage boxesqty 12
Bottle openersqty 4
Corkscrewsqty 2
Cooling matsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 3
Cleaning clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the running order with every performer at least 7 days before the show. Allow 10 to 15 minutes between acts if you need music changes, costume changes or microphone adjustments.
Collect music files and technical requirements no later than 5 days before the event. Test the laptop, mixer, active speakers, wireless microphones and USB backups together at the venue.
Set ticket and registration deadlines early enough to print the visitor list and prepare name badges. Freeze dietary requirements and catering numbers at least 3 days before placing the order.
Plan guest areas separately from performer work areas. Check that clothes racks, chairs, bar stools, cocktail tables, waste bins and extension cords do not block entrances or backstage movement.
Open the venue at least 2 hours before doors. Use the first hour for sound and lighting checks, then leave time to chill drinks, prepare snacks, check decorations and brief volunteers.

Frequently asked questions

How far in advance should I book drag performers?: Book performers as soon as the date and venue are confirmed, ideally 8 to 12 weeks ahead. This gives you time to compare availability, agree performance times and arrange transport without changing the program later.
How long should a drag show last?: Plan around 90 minutes to 2 hours of performance time, usually split into two sections with a 15 to 20 minute break. Keep each act’s agreed slot visible in the program so the host can maintain the pace.
When should I do the sound check for a drag show?: Schedule the full sound check at least 90 minutes before guests enter. Test every microphone, music file, speaker, mixer channel and backup USB, rather than checking only the first act.
How many drinks should I prepare for a drag show?: For the first hour, allow 2 to 3 drinks per guest, then about 1 drink per person for each additional hour. Add water and keep reusable glasses, wine glasses, plates and cutlery ready before doors open.

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.