How to organise a variety show from start to finish

A variety show becomes manageable when you separate programme planning from venue setup. Start by confirming the date and location, then build the running order while performances are still being registered. Set firm deadlines for music files, dietary requirements and final confirmations. In the final week, test the sound and lighting, prepare presentation notes and brief the hosts. On the day, allow time for access, stage construction, seating and a full technical check before the audience arrives.

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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
Compile program
2 people
3
Register performances
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Send invitations
2 people
7
Send reminder
8
Confirm performances
2 people
9
Gather music files
2 people
10
Check music files
2 people
11
Write presentation texts
2 people
12
Brief the hosts
2 people
13
Make reservations
14
Create a shopping list
2 people
15
Do the shopping
2 people
16
Test equipment
2 people
17
Arrange keys and access
18
Clear the stage area
3 people
19
Set up tables
3 people
20
Set up chairs
4 people
21
Set up the stage
4 people
22
Connect sound equipment
3 people
23
Set up lighting equipment
3 people
24
Hang decorations
3 people
25
Put up the information board
26
Set up the cloakroom
2 people
27
Chill drinks
2 people
28
Set up the buffet
3 people
29
Prepare snacks
3 people
30
Set out tableware
2 people

Event

31
Guide arrivals
3 people
32
Welcome guests
2 people
33
Open the program
2 people
34
Announce performances
2 people
35
Operate the music
2 people
36
Operate lighting
37
Guide the performances
2 people
38
Serve snacks
3 people
39
Refill drinks
2 people
40
Restock the buffet
2 people
41
Collect tableware
2 people
42
Announce break
43
Close the program
2 people
44
See off guests
2 people

Aftercare

45
Switch off equipment
2 people
46
Remove decorations
3 people
47
Dismantle the stage
4 people
48
Put furniture back
4 people
49
Collect waste
3 people
50
Wash dishes
3 people
51
Clean the room
4 people
52
Check toilets
53
Collect lost and found items
54
Inventory materials
2 people
55
Return borrowed items
2 people
56
Lock up the venue
2 people

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Stage sectionsqty 6
Clothes racksqty 2

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage lightsqty 4
Mood lightingqty 4

Tableware

Reusable glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 3
Thermos flasksqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Program postersqty 6
Name badgesqty 80

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 3 weeks before the show. Use the confirmed performances to build the programme, then leave 10–15 minutes of spare time for introductions, changeovers and delays.
Ask performers for their music files at least 7 days in advance and check every file on the actual laptop and sound system. Do not wait until the first act is ready to discover that a file will not play.
Brief the hosts with the running order, performer names and presentation texts 2–3 days before the event. Mark who introduces each act and what happens if a performer is late or absent.
Plan the room backwards from the audience arrival time. Allow at least 2 hours for stage sections, chairs, tables, lights, speakers, microphones and cables, followed by 30 minutes for a complete sound and lighting test.
Collect dietary requirements with the invitations and send a reminder 5–7 days before the show. Prepare drinks, cups, plates and serving items before doors open, rather than leaving refreshments to the interval.

Frequently asked questions

How far in advance should you organise a variety show?: Start at least 6–8 weeks before the event. Confirm the date and location first, then allow 3–4 weeks for performance registrations and enough time to compile a realistic programme.
When should performers send music files for a variety show?: Set the deadline 7 days before the show. Check each file within 2–3 days of receiving it and keep a tested backup copy on the event laptop.
How long does it take to set up a variety show venue?: Allow around 2–3 hours for a small show with stage sections, seating, sound and lighting. Add at least 30 minutes for testing microphones, speakers, music playback and stage lights.
When should you send a reminder for a variety show?: Send the audience reminder 5–7 days before the event. Use it to repeat the start time, location, access details and any information guests need about refreshments or seating.

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