How to organise a magic show for staff

A staff magic show needs more than a magician and a room. Start by booking the venue and performer, then build the guest list, catering plan and event schedule around the show time. The main delays usually come from unconfirmed registrations, late dietary information and equipment that has not been tested in the room. Use a run sheet to coordinate setup, catering, seating and the magic area so the host and magician can work without interruptions.

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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
Reserve venue
2
Book a magician
3
Make catering arrangements
4
Send invitations
2 people
5
Process registrations
6
Confirm registrations
7
Collect dietary requirements
8
Send the program to guests
9
Determine catering quantities
2 people
10
Check supplies
2 people
11
Order missing supplies
12
Arrange seating
2 people
13
Print the run sheet
14
Prepare name badges
2 people
15
Create route and door posters
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Label catering by dietary requirement
2 people
20
Test equipment
2 people

Event

21
Open venue
2 people
22
Unload materials
3 people
23
Set up tables
3 people
24
Set out chairs
3 people
25
Set up the magic area
2 people
26
Hang up decorations
2 people
27
Connect lighting and sound
2 people
28
Set up the buffet and drinks station
3 people
29
Set up the information table
30
Receive the magician
31
Test equipment with the magician
2 people
32
Welcome guests
3 people
33
Serve coffee and tea
2 people
34
Serve snacks
3 people
35
Announce the show
36
Host the magic show
2 people
37
Refill drinks
2 people
38
Topping up party snacks
2 people
39
Announce evening program
40
Host the informal drinks reception
2 people
41
Serve the last round
2 people
42
See off guests
3 people

Aftercare

43
Switch off equipment
2 people
44
Collect tableware
3 people
45
Collect waste
2 people
46
Clear tables and chairs
3 people
47
Wash dishes
2 people
48
Clean the venue
3 people
49
Remove decorations
2 people
50
Collect lost property
51
Return materials
2 people
52
Return rented equipment
2 people
53
Perform final venue check
2 people

What to bring

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

Furniture

Chairsqty 70
Buffet tablesqty 6
Magic table
High tablesqty 6
Clothes racksqty 2
Waste binsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Serving tongsqty 6

Equipment

Wireless microphone
Active speaker
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 6
Coolersqty 4

Kitchen

Thermos flasksqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Serving plattersqty 10

Decorations

Backdrop cloth
Buntingqty 8
Name badgesqty 70
Badge holdersqty 70
Wayfinding signsqty 6

Lighting

LED spotlightsqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Book the magician before finalising the programme, then allow at least 30 minutes before the advertised start for arrival, unloading and a sound check. Confirm whether the performance needs a magic table, microphone, speaker or other equipment.
Close registrations 7–10 days before the show. Use the final number to calculate catering, confirm attendance and collect dietary requirements rather than relying on estimates from the invitation list.
Plan the room in three zones: guest seating, catering and the magic area. Keep the performance space clear, place the magic table where everyone can see it, and leave a direct route for the magician and equipment.
Test the wireless microphone, active speaker, extension cords and power strips in the venue at least one day beforehand. Cover cables with cable mats and keep spare batteries or a backup microphone available if the room is large.
Prepare the event-day materials in labelled groups: name badges and holders, route and door posters, catering labels, serving items and setup equipment. Chill drinks and prepare snacks before guests arrive, not during registration.

Frequently asked questions

How far in advance should I book a magician for a staff event?: Book the magician at least 6–8 weeks before the event, especially if the show has to fit a fixed staff schedule. Confirm the performance length, arrival time, technical requirements and cancellation terms before sending invitations.
When should registrations close for a staff magic show?: Close registrations 7–10 days before the event. That gives you enough time to confirm the final headcount, order missing supplies, calculate catering quantities and label food for dietary requirements.
How much time is needed to set up a staff magic show?: Allow 90–120 minutes for opening the venue, unloading materials, arranging tables and chairs, setting up the magic area, preparing catering and testing equipment. Add at least 30 minutes if the room layout or sound system is unfamiliar.
What equipment does a staff magic show usually need?: Plan for a magic table, suitable seating, a wireless microphone and active speaker if the room requires amplification. Check power access, extension cords, power strips and cable mats at least one day before 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.