How to organise a talent show from start to finish

A talent show works best when performances, judging and technical support are planned as one programme. Start by fixing the date and venue, then build the schedule around registrations and performance requirements. Confirm every act before publishing the running order, and collect music files and technical details early enough to test them. On the day, allow time for registration, sound checks and stage changes rather than filling every minute with performances.

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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
Create the program schedule
2 people
3
Create registration form
4
Approach jury members
2 people
5
Book host
6
Arrange music support
2 people
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Post promotion online
2 people
10
Hang posters
2 people
11
Process registrations
2 people
12
Confirm participants
2 people
13
Collect dietary requirements
14
Select performances
4 people
15
Schedule performances
2 people
16
Gather music files
2 people
17
Gather technical requirements
2 people
18
Make jury forms
19
Print the run sheet
2 people
20
Send participant information
2 people
21
Confirm reservations
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Check the venue
2 people
26
Prepare the registration list
27
Load the tech
3 people

Event

28
Open venue
2 people
29
Set up the stage
4 people
30
Set up audience seating
3 people
31
Set up judges' table
2 people
32
Connect the sound system
3 people
33
Connect the lighting system
2 people
34
Test microphones
2 people
35
Test music files
2 people
36
Set up backstage
3 people
37
Hang up decorations
3 people
38
Set up the catering buffet
3 people
39
Prepare coffee and tea
2 people
40
Give the jury briefing
2 people
41
Receive participants
3 people
42
Register participants
2 people
43
Quickly review the performances
2 people
44
Welcome the audience
4 people
45
Register entry
2 people
46
Host the opening
47
Guide the performances
4 people
48
Play music
49
Serve drinks
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Clear buffet
2 people
53
Collect jury scores
2 people
54
Announce finalists
55
Lead the final
4 people
56
Determine winner
4 people
57
Support awards ceremony
3 people
58
Present closing
59
See the audience out
3 people

Aftercare

60
Switch off equipment
2 people
61
Collect tableware
3 people
62
Dismantle furniture
4 people
63
Remove decorations
3 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Pack equipment
3 people
67
Lock up the venue
2 people
68
Return borrowed items
2 people
69
Store leftover stock
2 people
70
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Judges' table
Buffet tablesqty 4
Registration desk
Chairsqty 120
Stoolsqty 6
Clothes racksqty 2

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
String lightsqty 4
Lighting extension cordsqty 4

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 8
Backdrop
Tableclothsqty 8
Directional signsqty 8
Sticky tackqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Tea glassesqty 80
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Tongs and spatulasqty 6
Dishpanqty 2
Water jugsqty 6
Drink dispensersqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Paper goods

Jury formsqty 40
Program leafletsqty 150
Name stickersqty 150
Registration formsqty 80
Pensqty 30
Clipboardsqty 10

Prizes

Trophy
Medal ribbonsqty 3
Gift vouchersqty 3

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Store away

Plastic containersqty 12
Clothing coversqty 20
Transport cartsqty 2

Tips

Set the programme only after registrations close. Give each act a fixed slot, add 5–10 minutes between performances for stage changes, and print a run sheet for the host, jury and volunteers.
Ask every participant for their music file, microphone needs and other technical requirements at least 7 days before the show. Test the laptop, mixer, speakers, microphones and DI boxes before guests arrive.
Recruit volunteers for separate jobs: registration, backstage coordination, technical support and refreshments. For a show with 20 performers, plan on at least 4 volunteers so one person is not pulled away from the stage.
Give the jury identical scoring forms and seat them where they can see and hear the stage. Prepare a clear scoring deadline, such as collecting all forms within 10 minutes of the final performance.
Check the venue on the event day before decorating. Confirm that stage sections, chairs, power strips and extension cords do not block walkways, then mark cables with gaffer tape and place directional signs at the entrance.

Frequently asked questions

How long should a talent show performance be?: Allow 3–5 minutes per performance, including applause and a quick changeover. For 20 acts, reserve about 2 hours for performances and transitions, before adding registration, breaks and the results.
When should I ask talent show participants for their music files?: Request music files and technical requirements at least 7 days before the event. Set a final deadline 48 hours before the show so you still have time to check file formats and test playback.
How many volunteers do you need for a talent show?: Plan at least 1 volunteer for registration, 1 backstage coordinator, 1 technical helper and 1 person for refreshments for a small show. For 20 performers, four volunteers gives each role a clear owner.
How early should participants arrive at a talent show?: Ask participants to arrive 60 minutes before the first performance. Use the first 20 minutes for registration, then leave about 40 minutes for sound checks, microphone checks and finding the correct place in the running order.

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.