How to organise a talent show from first idea to final applause

A talent show becomes manageable when you fix the rules, venue and technical setup before opening registration. Start by choosing the date and location, then secure the host, jury and technical support. Once performers register, confirm their acts, collect music and technical requirements, and build a realistic programme. The final week is for printing jury forms, certificates and the run sheet, checking catering details, and testing every microphone, cable and playback device.

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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
Draw up competition rules
2 people
3
Approach jury members
2 people
4
Book host
5
Arrange technical support
2 people
6
Create a registration form
7
Open registration
8
Send invitations
2 people
9
Post promotion online
2 people
10
Distribute posters
3 people
11
Process registrations
2 people
12
Confirm participants
2 people
13
Assign performances
2 people
14
Publish the program
15
Collect dietary requirements
16
Prepare jury criteria
2 people
17
Print the jury forms
18
Order prizes
19
Create certificates
2 people
20
Make reservations
21
Order catering
2 people
22
Do the shopping
3 people
23
Collect performance music
2 people
24
Request technical requirements
2 people
25
Print the run sheet
26
Print contact list
27
Prepare the crew briefing
2 people

Event

28
Open venue
2 people
29
Set up the stage
4 people
30
Set up the sound system
3 people
31
Set up lighting
2 people
32
Set up tables
3 people
33
Set out chairs
4 people
34
Set up judges' table
2 people
35
Set up registration desk
2 people
36
Set up backstage
3 people
37
Hang decorations
3 people
38
Hang up the program
39
Set out prizes
40
Set up the cloakroom
2 people
41
Chill drinks
2 people
42
Set up coffee station
2 people
43
Prepare snacks
3 people
44
Test the equipment
3 people
45
Receive participants
3 people
46
Check in participants
2 people
47
Brief the jury
2 people
48
Welcome the audience
2 people
49
Present Program
50
Guide the performances
3 people
51
Carry out stage changes
3 people
52
Serve drinks
3 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Collect tableware
2 people
56
Answer audience questions
2 people
57
Process the jury results
2 people
58
Announce the winners
2 people
59
Present prizes
2 people
60
Take group photo
61
See the crowd off
2 people

Aftercare

62
Take down the sound system
3 people
63
Dismantle the stage
4 people
64
Put furniture back
4 people
65
Remove decorations
3 people
66
Store leftover catering
2 people
67
Sort waste
3 people
68
Wash dishes
3 people
69
Clean the venue
4 people
70
Clean the restrooms
2 people
71
Gather borrowed items
2 people
72
Return materials
2 people
73
Register lost property
74
Share photos with participants
75
Publish results online

What to bring

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

Furniture

Stage sectionsqty 6
Jury tablesqty 2
Registration desk
Beer tablesqty 8
Chairsqty 120
Bar stoolsqty 6
Coat racksqty 3
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Stage monitorsqty 2
DI boxesqty 4
Laptop
Music player
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 10
Cable tapeqty 6
Printer
Camera
Power banksqty 4

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4

Tableware

Drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Coolersqty 3

Decorations

Stage backdrop
Balloon archesqty 2
Buntingqty 6
Tableclothsqty 12
Name card holdersqty 20
Directional signsqty 8
Photo backdrop

Sports equipment

Cable matsqty 8
Bollardsqty 12
Barrier tapeqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the competition rules before registration opens, including performance length, age limits, judging categories and tie-breakers. Give the jury one printed scoring form per performer plus a few spare copies.
Collect each act’s music and technical requirements at least 7 days before the show. Test every track on the event laptop or music player and label files in programme order.
Build the programme around changeover time, not just performance length. Allow 3–5 minutes between acts for microphones, DI boxes, instruments and stage movement, then print the run sheet for the host and technical team.
Do a full sound and lighting check before doors open. Test both wireless microphones, stage monitors, speakers, mixer channels, LED spotlights and every extension cord, power strip and cable run.
Confirm dietary requirements and catering numbers 3–5 days beforehand. Set up the registration desk, jury tables, chairs, coat racks and waste bins before performers arrive so late arrivals do not disrupt the opening.

Frequently asked questions

How far in advance should I start organising a talent show?: Start at least 8–12 weeks before the event. Confirm the date and venue first, then book the host, jury and technical support before opening performer registration.
When should talent show registration close?: Close registration 2–3 weeks before the show. This leaves enough time to process applications, confirm participants, assign performances and publish a workable programme.
How much time should I allow between talent show acts?: Allow 3–5 minutes between most acts and more time for complex equipment changes. Include these changeovers in the published programme so the event does not run late from the first hour.
When should I collect music and technical requirements from performers?: Request them as soon as each participant is confirmed, with a final deadline 7 days before the show. Ask for playback files, microphone needs, DI boxes, stage monitors and any special lighting requirements.

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.