How to organise a variety show without last-minute chaos

A variety show depends on timing: performers need clear slots, the presenter needs a reliable running order, and the sound setup must work before guests arrive. Start by confirming the hall, date and audience capacity, then collect registrations, dietary requirements, performances and music in one place. In the final week, lock the schedule and guest list. On the day, leave enough time for tables, refreshments, microphones, lighting and a short rehearsal before welcoming anyone.

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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
Reserve hall and materials
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Record the schedule and performances
2 people
7
Assign presenter
8
Collect performances and music
2 people
9
Test equipment and microphones
2 people
10
Create final guest list
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Set out coffee and tea
2 people
16
Open hall
2 people
17
Set up tables and chairs
4 people
18
Clear the stage area
2 people
19
Connect sound equipment
2 people
20
Hang lighting
2 people
21
Hang decorations
3 people
22
Set up the buffet and drinks table
3 people
23
Briefly run through performances
3 people
24
Set up entrance and cloakroom
2 people

Event

25
Welcome guests
3 people
26
Open the program
27
Serve coffee and tea
3 people
28
Support first performances
2 people
29
Serve snacks
3 people
30
Refill drinks
2 people
31
Announce break
32
Restock the buffet
3 people
33
Support the second performances
2 people
34
Serve hot snacks
3 people
35
Present the evening program
36
Provide music
37
Announce the final round
38
See off guests
2 people

Aftercare

39
Pack leftover food
2 people
40
Collect tableware and glasses
3 people
41
Sort and dispose of waste
2 people
42
Turn off the sound equipment
2 people
43
Remove decorations and lighting
3 people
44
Clear tables and chairs
4 people
45
Wash dishes
3 people
46
Clean the room
3 people
47
Check and store the materials
2 people
48
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Coat rackqty 2
High tablesqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

LED spotlightsqty 4
String lightsqty 4

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Stage backdrop
Name badgesqty 80

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 6

Cleaning

Washing-up basinsqty 6
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner
Toilet brushesqty 2

Catering

Groceries

Tips

Set a deadline for performances and music at least 7 days before the show. Put each act, performer, equipment need and estimated duration into the running order so the presenter is not improvising between acts.
Schedule the technical setup before the audience arrives. Allow at least 90 minutes to connect the mixer, active speakers, laptop, microphones, extension cords and lighting, then test every microphone with the actual performance audio.
Build the programme around realistic changeover times. Add 3 to 5 minutes between acts for people to leave and enter the stage area, move microphone stands and adjust music or lighting.
Plan refreshments separately from the performances. Chill drinks and prepare snacks before doors open, while coffee, tea, cups, plates and serving utensils are set out away from the entrance and stage traffic.
Do a brief run-through with the presenter and performers on the day. Check entrances, microphone handovers, music cues and the first and last acts; these are the moments most likely to cause delays when they have not been rehearsed.

Frequently asked questions

How long does it take to organise a variety show?: Allow at least 4 to 6 weeks for a small variety show. That gives you time to reserve the hall, invite guests, process registrations, collect acts and music, and finalise the running order at least 7 days before the event.
How much time should I allow for setting up a variety show?: Allow around 2 hours before guests arrive. Use the first 90 minutes for furniture, stage clearance, sound, microphones and lighting, then keep 30 minutes for a performance run-through and fixing small problems.
How many acts should a variety show have?: Plan for roughly 8 to 12 acts in a two-hour show, depending on their length. Give each act a defined slot and add 3 to 5 minutes between performances for introductions, equipment changes and people moving on and off stage.
When should performers send their music and technical requirements?: Set the deadline at least 7 days before the show, and check the files and equipment during the final week. Ask each performer whether they need a microphone, microphone stand, laptop connection, special lighting or extra stage space.

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