How to organise a talent show without last-minute chaos

A talent show runs smoothly when performances, people and technical details are locked in before the event day. Start by choosing the format and venue, then collect registrations, select acts and build a timed running order. Music files, microphones, stage access and judging paperwork need separate checks; none of these should be left until performers arrive. This plan takes you from the first booking through the final prize handover, including the details organisers commonly forget.

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 people
2
Set the program format
2 people
3
Create a registration form
4
Draft invitations
2 people
5
Send invitations
2 people
6
Process registrations
7
Confirm participants
8
Collect dietary requirements
9
Approach jury members
10
Book host
11
Book photographer
12
Confirm venue booking
13
Make material reservations
14
Select performances
3 people
15
Schedule performances
2 people
16
Inform participants
17
Gather music files
18
Test music files
2 people
19
Create evaluation forms
20
Arrange prizes and certificates
21
Print the run sheet
22
Assign volunteers
2 people
23
Set the audience route
2 people
24
Purchase refreshments
2 people
25
Collect prizes
26
Pick up venue keys
27
Check groceries
2 people
28
Chill drinks
2 people
29
Set up stage sections
4 people
30
Set up sound equipment
3 people
31
Set up lighting equipment
2 people
32
Set out the room layout
2 people
33
Set up chairs
3 people
34
Set up tables
2 people
35
Hang up decorations
2 people
36
Set up registration desk
2 people
37
Set up the catering table
2 people
38
Set up backstage
2 people
39
Set up judges' table
40
Fully test technical setup
3 people
41
Briefly run through performances
3 people

Event

42
Receive participants
3 people
43
Register participants
2 people
44
Welcome the audience
3 people
45
Deliver the welcome speech
46
Guide the performances
3 people
47
Collect jury scores
2 people
48
Announce break
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Clear tables
2 people
53
Guide the audience
2 people
54
Announce finalists
55
Lead the final
3 people
56
Process the jury results
2 people
57
Announce the winners
2 people
58
Present prizes
2 people
59
Give thank-you speech
60
See the audience out
3 people

Aftercare

61
Dismantle audio equipment
3 people
62
Dismantle lighting equipment
2 people
63
Dismantle stage sections
4 people
64
Remove decorations
2 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clear tables and chairs
3 people
68
Clean the room
3 people
69
Clean the restrooms
2 people
70
Check materials
2 people
71
Return borrowed materials
2 people
72
Keep lost and found items
73
Share participants' photos
74
Publish the results
75
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 120
Tablesqty 12
Judges' table
Clothes racksqty 2
Folding chairs backstageqty 20

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Laptop
Music remote control
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Spare batteriesqty 16
Notice boardsqty 2
Directional signsqty 8
Clipboardsqty 8
Pen setsqty 4
Calculatorsqty 2
USB sticksqty 3

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Balloonsqty 150
Buntingqty 6
Star decorationsqty 12
Tableclothsqty 12
Stage sign

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 6
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Bottle openersqty 3
Water jugsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Toilet brushesqty 3

Catering

Groceries

Tips

Set the programme format before opening registrations. Decide the maximum number of acts, performance length and whether performers may use backing tracks, so you can schedule the show without cutting acts later.
Close registrations early enough to review every act and confirm participants. Allow at least 7 days between final selection and the show to collect music files, dietary requirements and any staging needs.
Test every music file on the event laptop and sound system before the audience arrives. Bring a remote control, spare batteries, extension cords, power strips and gaffer tape; a missing cable or dead battery can stop the programme.
Create the running order around setup time, not only performance type. Keep quick-change acts apart where possible, give the host the final printed run sheet and brief volunteers on backstage seating, audience routes and stage access.
Schedule a technical check before doors open and leave a fixed buffer in the programme. Check microphones, stands, speakers, mixer, DI boxes and LED spotlights, then keep prizes, certificates and evaluation forms together at the judges’ table.

Frequently asked questions

How far in advance should I organise a talent show?: Start planning at least 6 to 8 weeks before the show. Book the venue, host, jury and photographer first, then allow 2 to 3 weeks for registrations and at least 7 days to finalise acts and music.
How long should each talent show performance be?: Set a maximum of 3 to 5 minutes per act for a community or school-style show. With 15 acts, allow about 90 minutes for performances and add 20 to 30 minutes for introductions, judging and transitions.
When should performers send their music files?: Ask for final music files no later than 7 days before the event. Test them before the show and keep one clearly named copy on the event laptop, with a backup available if a file fails.
How much time do I need for a talent show sound check?: Reserve 60 to 90 minutes before doors open for the sound and lighting check. Test every microphone, backing track, DI box and spotlight, then leave at least 15 minutes for performers to find the backstage area.

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.