How to organise a variety show without losing control

A variety show becomes difficult when performances, technical details and guest logistics are handled separately. Start by fixing the venue and date, then build a programme around confirmed performers and realistic changeover times. After that, match the stage, sound and lighting setup to each act, and use one detailed run sheet for the event team. Invitations, registrations, dietary requirements, tickets and catering need deadlines too, because late responses affect both seating and quantities.

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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
Set the venue and date
2 people
2
Create the performance program
3 people
3
Contact performers
2 people
4
Confirm performers
2 people
5
Record performances and times
2 people
6
Gather technical requirements
2 people
7
Design invitations
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Make reservations
2 people
12
Determine catering quantities
2 people
13
Reserve technical equipment and materials
2 people
14
Develop the run sheet
2 people
15
Write presentation texts
2 people
16
Gather music files
2 people
17
Create lighting plan
2 people
18
Determine stage layout
2 people
19
Create the room layout
2 people
20
Prepare admission tickets
2 people
21
Print program leaflets
22
Make name badges
2 people
23
Check the shopping list
2 people
24
Check tableware stock
2 people
25
Send artist briefing
26
Do the shopping
3 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Label catering by dietary requirement
2 people
30
Bring materials to the venue
4 people
31
Open venue
2 people
32
Build stage sections
4 people
33
Set up hall chairs
4 people
34
Set up tables for reception
2 people
35
Set up decor
3 people
36
Hang the backdrop
3 people
37
Set up lighting equipment
3 people
38
Connect sound equipment
3 people
39
Test microphones
2 people
40
Test music and cues
2 people
41
Finish the stage safely
2 people
42
Set up the catering buffet
3 people
43
Set up the drinks buffet
2 people
44
Check toilets
45
Set up entrance and wayfinding signs
2 people
46
Welcome performers
2 people
47
Set up artist room
2 people
48
Lay out costumes and props
3 people
49
Run a full rehearsal
8 people
50
Brief crowd guides
2 people
51
Set up the cash register and entrance
2 people

Event

52
Welcome the audience
4 people
53
Hand out program brochures
2 people
54
Manage the cloakroom
2 people
55
Open the show
2 people
56
Assist with the first program section
4 people
57
Refill drinks
2 people
58
Carry out stage changes
4 people
59
Open the break buffet
3 people
60
Serve snacks
4 people
61
Restock break buffet
2 people
62
Guide the audience back to the hall
3 people
63
Guide the second program segment
4 people
64
Refill drinks
2 people
65
Announce the final
2 people
66
Thank the performers
2 people
67
Guide the audience to the exit
4 people
68
Manage coat check
2 people
69
Serve farewell drinks
3 people
70
Check out artists
2 people
71
Store leftovers safely
2 people

Aftercare

72
Collect tableware
3 people
73
Separate waste
3 people
74
Take down buffet tables
3 people
75
Dismantle stage decor
4 people
76
Take down lighting equipment
3 people
77
Tear down audio equipment
3 people
78
Clear away chairs and tables
4 people
79
Clean the hall and foyer
4 people
80
Clean the restrooms
2 people
81
Collect lost and found items
2 people
82
Load materials
4 people
83
Lock up the venue
2 people
84
Return borrowed materials
2 people
85
Store leftover stock
2 people
86
Return clothing and props
2 people
87
Handle outstanding payments
2 people
88
Send thank-you messages

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 150
Tablesqty 10
Folding chairs for performersqty 12
Coat racksqty 4
Clothes hangersqty 150
Stoolsqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
DI boxesqty 2
Laptop for music
Spare laptop
USB sticksqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffa tapeqty 6
Cable traysqty 8
Cable tiesqty 100

Lighting

LED spotlightsqty 8
Theatre spotlightsqty 4
Light standsqty 4
Light controller
Mood lightingqty 6

Decorations

Backdrop cloth
Decorative curtainsqty 4
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Stage props
Decorative vasesqty 8
Artificial flowersqty 24

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 180
Pastry forksqty 180
Cutlery setsqty 180
Serving traysqty 16
Small bowlsqty 20
Pitchersqty 10

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Storage binsqty 12
Serving tongsqty 8

Catering

Drink dispensersqty 4
Menusqty 12
Diet labelsqty 30
Cash drawer
Payment terminal
Card boxqty 2
Program leafletsqty 160

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet brushesqty 4
First aid kit

Groceries

Groceries

Tips

Set a first programme before inviting performers. Record each act’s running time, equipment needs and estimated changeover, then leave at least 5 minutes between contrasting acts until you have confirmed timings.
Send every performer a written briefing at least 7 days before the show. Include arrival time, soundcheck slot, stage layout, microphone or DI box requirements, music-file deadline and who they should contact on the day.
Test the complete technical chain at least 2 hours before doors open. Check both laptops, USB sticks, wireless microphones, mixer channels, speakers, lighting cues and cable routes rather than testing items in isolation.
Close registrations 3 to 5 days before the show and use the final count for seating, name badges, tickets and catering. Ask for dietary requirements during registration, not at the entrance.
Print the run sheet, programme leaflets and admission tickets before event day, and keep one spare copy of each backstage. Put presentation texts, music files and lighting cues in the same order as the programme.

Frequently asked questions

How long should a variety show be?: Plan a main programme of 90 to 120 minutes, usually split by a 15 to 20-minute interval. Keep individual acts and changeovers in the run sheet so the final finish time is based on actual timings, not just the number of performers.
When should I confirm variety show performers?: Aim to confirm every performer at least 4 weeks before the show. Request final performance times, technical requirements, music files and arrival details no later than 7 days before the event.
How much technical equipment does a variety show need?: The exact setup depends on the acts, but check microphones, stands, mixer inputs, speakers, DI boxes, playback laptops and lighting for every performance. Complete a full sound and lighting test at least 2 hours before doors open, with spare cables and a backup laptop ready.
When should I order catering for a variety show?: Use the confirmed registration total 3 to 5 days before the event to determine catering quantities. Keep a separate count for performers, crew and guests, and add dietary requirements to the final catering brief before ordering.

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.