How to organise a family magic show

A family magic show works best when the audience, magician and refreshments move through the venue in a clear order. Book the magician and venue first, then build the programme around arrival, registration, the performance and a short break if needed. Confirm dietary requirements early and keep the stage area clear before guests arrive. On the day, test the wireless microphone and speaker, prepare the buffet and coffee station, and brief volunteers before opening the entrance.

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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
Book a magician
2
Reserve venue
3
Finalize the program
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send reminder
8
Print the visitor list
9
Check deliveries
2 people
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Prepare snacks
3 people
13
Check the Venue
2 people
14
Set up tables
3 people
15
Set up chairs
3 people
16
Clear the stage area
2 people
17
Connect sound equipment
2 people
18
Test microphone
2 people
19
Hang decorations
3 people
20
Set up the buffet
3 people
21
Set up coffee station
2 people
22
Receive the magician
23
Set out magic supplies
2 people
24
Brief volunteers
2 people

Event

25
Staff the entrance
2 people
26
Welcome visitors
3 people
27
Take coats
2 people
28
Serve coffee and tea
2 people
29
Host the magic show
2 people
30
Serve break snacks
3 people
31
Refill drinks
2 people
32
Support the evening program
2 people
33
Say goodbye to visitors
2 people

Aftercare

34
See the magician off
35
Store leftovers in the fridge
2 people
36
Collect waste
3 people
37
Wash dishes
3 people
38
Clear tables and chairs
4 people
39
Remove decorations
3 people
40
Switch off equipment
2 people
41
Clean the room
3 people
42
Collect lost property
43
Lock up the venue
2 people
44
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Clothes racksqty 2
Buffet tablesqty 3
Waste binsqty 4

Equipment

Wireless microphone
Portable speaker
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Tableware

Reusable drinking glassesqty 70
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice packsqty 12
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 6
Pliersqty 4

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 8
Name badgesqty 60
Tapeqty 4
Scissorsqty 3

Lighting

LED string lightsqty 4
Battery lampsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Book the magician before sending invitations, then allow at least 2 weeks for registrations and dietary requirements. Confirm the performance length, arrival time and technical needs in writing.
Plan seating for children and adults together, leaving a clear stage area and an unobstructed route to the entrance. Check the room at least 2 hours before doors open so tables, chairs and clothes racks do not block movement.
Test the wireless microphone, portable speaker, microphone stand, extension cords and power strips before guests arrive. Keep a backup speaking position ready in case the microphone fails.
Prepare cold drinks, reusable glasses, snacks and the coffee station before the magician arrives. Chill drinks at least 3 hours ahead, and use thermos flasks or kettles so coffee service does not interrupt the show.
Print the visitor list and prepare name badges before opening the entrance. Give volunteers a short briefing 30 minutes beforehand covering registration, late arrivals, dietary questions and who receives the magician.

Frequently asked questions

How far in advance should I book a magician for a family show?: Book the magician as soon as the venue and preferred date are known, ideally at least 6 to 8 weeks ahead. Confirm the arrival time, show length, audience age range and sound requirements before sending invitations.
How long should a family magic show last?: Plan 45 to 60 minutes for the main performance, depending on the children’s ages. Add 30 minutes before the show for registration and seating, plus at least 30 minutes afterward for refreshments and departure.
When should I send invitations for a family magic show?: Send invitations 3 to 4 weeks before the event and set a registration deadline about 10 days before it. This gives you time to process replies, collect dietary requirements and print the visitor list.
How early should I set up the venue for a magic show?: Start the room setup at least 2 hours before guests arrive. Test the microphone and speaker, clear the stage area, set out tables and chairs, prepare refreshments and complete the volunteer briefing 30 minutes before opening.

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