How to organise a variety show that runs on time

Start by fixing the date, room and programme before inviting anyone. A variety show depends on more than performers: you also need a confirmed running order, tested microphones and music files, hosts who know their cues, and a stage area that can change quickly. Collect registrations and dietary requirements early, then use the final weeks to confirm each act and solve technical issues. On the day, keep setup separate from sound checks so the doors do not open while you are still troubleshooting.

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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
Reserve the room
2
Set the date and program
2 people
3
Create invitations
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Register performances
2 people
8
Confirm performances
2 people
9
Print the run sheet
10
Gather music files
2 people
11
Assign hosts
2 people
12
Prepare quiz questions
2 people
13
Prepare game materials
2 people
14
Make name badges
15
Order catering
16
Check supplies
2 people
17
Check the shopping list
18
Do the shopping
2 people
19
Store chilled products
2 people
20
Test the equipment
2 people
21
Review the performances technically
3 people

Event

22
Open hall
2 people
23
Set up tables and chairs
4 people
24
Clear the stage area
2 people
25
Hang up decorations
3 people
26
Set up lights and sound
3 people
27
Set up projector and screen
2 people
28
Set up buffet tables
3 people
29
Chill drinks
2 people
30
Prepare snacks
4 people
31
Lay out crockery and cutlery
2 people
32
Set up the registration table
2 people
33
Receive performers
2 people
34
Register participants
2 people
35
Welcome and give instructions
2 people
36
Open the buffet
2 people
37
Serve snacks and drinks
3 people
38
Refill drinks
2 people
39
Guide the performances
2 people
40
Operate sound and lighting
2 people
41
Host the quiz
2 people
42
Serve the last round
2 people
43
Give a farewell and thank-you
2 people

Aftercare

44
Clear away food and drinks
3 people
45
Switch off equipment
2 people
46
Remove decorations
3 people
47
Collect waste
3 people
48
Wash dishes
3 people
49
Clean the room
4 people
50
Put furniture back
4 people
51
Gather borrowed items
2 people
52
Return equipment
2 people
53
Store leftover groceries
54
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Platesqty 70
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Serving bowlsqty 12
Serving plattersqty 8

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 8
Confetti containersqty 8
Name badgesqty 70
Sticky tackqty 4
Balloon pumpqty 2

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
String lightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 8
Cake serversqty 2
Bottle openersqty 3
Thermos flasksqty 4

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Give each act a realistic slot, add transition time between performances, and leave at least 15 minutes for the opening and closing.
Close performer registrations at least 2 weeks before the show. Confirm every act, collect music files, and print the final run sheet rather than relying on last-minute messages.
Test the speakers, microphones, mixer, laptop, projector and extension leads before the event starts. Run through every performance technically, including music playback and microphone changes.
Plan the room around both the audience and the stage. Set out tables, chairs and buffet tables first, then clear the performance area and keep cables away from walking routes.
Order catering only after registrations close and dietary requirements are collected. Keep chilled products refrigerated, and check plates, glasses, cups, cutlery and serving dishes before shopping is finished.

Frequently asked questions

How far in advance should I organise a variety show?: Start at least 6 to 8 weeks before the event. Reserve the room, set the date and programme, and send invitations early; use the final 2 weeks to confirm performances and technical requirements.
How long should a variety show programme be?: Allow around 5 to 10 minutes per act, depending on the performance type, plus 2 to 5 minutes between acts. For a two-hour show, plan roughly 12 to 16 acts and include a short break if needed.
When should I confirm performers for a variety show?: Confirm every performance at least 2 weeks before the show. Ask for the final title, duration, equipment needs and music file, then add the details to the run sheet.
How early should I arrive to set up a variety show?: Allow at least 3 hours before doors open. Set up tables and chairs, clear the stage, decorate, test the sound and projection equipment, and leave time to run through technical cues before guests arrive.

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.