How to organise a talent night without last-minute chaos

A talent night runs smoothly when performances, people and technical details are organised in that order. Start by fixing the date and venue, then build the programme around confirmed performers rather than hopeful sign-ups. Allow time to collect music files, check each act’s technical needs and brief hosts and judges. On the day, the stage, seating, sound system and backstage arrangements should be ready before performers arrive.

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
Draw up the program and schedule
2 people
3
Register participants for performances
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Collect performances and music files
2 people
8
Create artist list and contact details
9
Assign hosts
10
Assign judges
11
Create jury scoring forms
12
Inventory performances technically
2 people
13
Determine catering quantities
2 people
14
Check the shopping list
2 people
15
Do the shopping
2 people
16
Store non-perishable catering supplies
2 people
17
Keep chilled products cool
2 people
18
Make name tags for performers
2 people
19
Print program booklets
2 people
20
Print signage

Event

21
Open venue
2 people
22
Clear the stage area
4 people
23
Build stage sections
4 people
24
Set up chairs
4 people
25
Set up tables
3 people
26
Set up the cloakroom
2 people
27
Set up the registration desk
2 people
28
Hang up decorations
3 people
29
Hang up signage
2 people
30
Connect the sound system
3 people
31
Test microphones
2 people
32
Test lighting setup
2 people
33
Test music files
2 people
34
Welcome performers
2 people
35
Escort artists to the dressing room
2 people
36
Briefly rehearse performances
3 people
37
Set up the jury table
2 people
38
Prepare snacks
4 people
39
Chill drinks
2 people
40
Set up the buffet and bar
3 people
41
Set out coffee and tea
2 people
42
Lay out crockery and cutlery
2 people
43
Mark dietary options separately
44
Staff the entrance and registration
2 people
45
Welcome visitors
3 people
46
Distribute program
2 people
47
Staff the cloakroom
2 people
48
Give the opening speech
2 people
49
Guide the performances
3 people
50
Guide performer changes
2 people
51
Operate sound during performances
2 people
52
Operate lighting during performances
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Keep the buffet tidy
2 people
56
Collect judging forms
57
Set out winners and prizes
2 people
58
Support awards ceremony
3 people
59
Deliver the closing speech
60
Guide visitors to the exit
2 people
61
Collect lost and found items
2 people

Aftercare

62
Turn off the sound system
2 people
63
Remove decorations
3 people
64
Pack leftover catering
2 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clean the room
4 people
68
Check and clean the restrooms
2 people
69
Put furniture back
4 people
70
Pack equipment
3 people
71
Lock up the venue
2 people
72
Check borrowed items
2 people
73
Return borrowed equipment
2 people
74
Store leftover materials
2 people
75
Return lost and found items
76
Keep forgotten catering chilled

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 120
Foldable tablesqty 12
Jury tablesqty 2
Bar stoolsqty 4
Clothes racksqty 2
Changing room screensqty 4
Waste binsqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Laptop
Laptop stand
AUX cablesqty 3
XLR cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4
LED lightsqty 8

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Backdrop clothqty 2
Tableclothsqty 12
Table signsqty 12
Directional signsqty 10
Tapeqty 6
Double-sided tapeqty 4

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4
Bottle openersqty 3
Measuring cupsqty 2
Food containersqty 10
Labelsqty 100
Pensqty 20
Jury formsqty 30
Program bookletsqty 130
Name badgesqty 40
Ballot slipsqty 130
Prizesqty 6
Cash register
Cash float tray
Clothes hangersqty 120

Cleaning

Broomsqty 3
Floor squeegeesqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Trash bag holdersqty 6

Catering

Groceries

Tips

Set the programme deadline at least 10 days before the event. Close performer registration, confirm the running order and collect every music file before printing the programme booklets.
Give each act a technical check before the audience enters. Record whether they need a microphone, microphone stand, DI box, laptop connection or a specific number of inputs on the mixer.
Plan the room from the audience’s point of view. Leave a clear route to the stage, position jury tables where judges can see every act, and set up changing-room screens before performers arrive.
Prepare the judging process before the first performance. Print one scoring form per judge and add a few spare copies; also give judges the confirmed artist list and running order.
Do not leave food, cooling and waste arrangements until the final hour. Buy non-perishable catering supplies first, keep chilled products cold, and place waste bins where guests and performers can reach them.

Frequently asked questions

How far in advance should I organise a talent night?: Start at least 4 to 6 weeks before the event. Use the first two weeks for the venue, invitations and performer registration, then reserve the final 10 days for programme planning, technical checks and printing.
How long should a talent night programme be?: Allow about 5 to 8 minutes per act, including applause and changeovers. For 12 performers, plan roughly 90 to 120 minutes and add a short interval if the programme runs beyond 75 minutes.
When should performers send their music files?: Set the file deadline at least 7 days before the talent night. Test every file on the event laptop and mixer setup, and contact anyone missing a file no later than 3 days before the event.
How early should I set up the venue for a talent night?: Allow 3 to 4 hours for setup, especially when you are building stage sections, arranging chairs and tables, installing speakers and running cables. Finish the sound and lighting check at least 60 minutes 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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!