How to organize a talent show without last-minute chaos

A talent show runs smoothly when performers, presenters, judges and the technical team all work from the same plan. Start by confirming the date, venue and programme structure, then select acts and collect their technical requirements before invitations go out. Set the running order early, leaving time for changeovers and judging. The details people most often leave too late are music files, microphone needs, dietary information and a full equipment test.

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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 people
2
Create the program schedule
2 people
3
Select performances
3 people
4
Invite performers
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm performances
2 people
9
Gather technical requirements
2 people
10
Set the performance order
2 people
11
Arrange presenters
2 people
12
Invite the judges
2 people
13
Set up jury criteria
2 people
14
Order prizes
15
Gather music files
2 people
16
Put together playlist
17
Make reservations
18
Order catering
2 people
19
Do the shopping
3 people
20
Check materials
2 people
21
Test the equipment
2 people
22
Print the program
23
Make name badges
2 people
24
Print audience information
25
Determine the stage placement
2 people
26
Set up tables
4 people
27
Set out chairs
4 people
28
Set up the stage
4 people
29
Set up the sound system
3 people
30
Set up lighting
2 people
31
Hang decorations
3 people
32
Set up the entrance
2 people
33
Set up the cloakroom
2 people
34
Set up the catering table
3 people
35
Chill drinks
2 people
36
Prepare snacks
4 people
37
Set up the jury table
2 people
38
Lay out prizes

Event

39
Welcome performers
2 people
40
Register the artists
2 people
41
Welcome the audience
3 people
42
Distribute program
2 people
43
Manage the cloakroom
2 people
44
Give the opening speech
45
Announce performances
46
Prepare the performers
2 people
47
Operate microphones
2 people
48
Play music
49
Coordinate stage changes
2 people
50
Collect jury scores
2 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
Serve coffee and tea
2 people
54
Collect waste
2 people
55
Inform the audience
56
Announce break
57
Announce the winners
2 people
58
Deliver the thank-you speech
59
See the crowd off
2 people

Aftercare

60
Switch off equipment
2 people
61
Remove decorations
3 people
62
Clear away chairs and tables
4 people
63
Dismantle the stage
4 people
64
Pack audio equipment
3 people
65
Wash dishes
3 people
66
Clean the kitchen
2 people
67
Clean the room
4 people
68
Check toilets
2 people
69
Dispose of waste
2 people
70
Collect lost and found items
71
Check materials
2 people
72
Return borrowed items
2 people
73
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Clothes racksqty 2
Judges' table
Presentation table
Stage sectionsqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
Laptop
Audio cablesqty 10
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Music standsqty 6
USB stickqty 2

Lighting

LED spotlightsqty 6
String lightsqty 4
Batteriesqty 24

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 8
Small bowlsqty 20
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Scissorsqty 3
Measuring cupsqty 2
Serving tongsqty 6
Washing-up tubsqty 3
Bottle openersqty 4

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 12
Stage curtainqty 2
Name badgesqty 140
Pensqty 30
Prizesqty 3
Vouchersqty 3

Cleaning

Waste binsqty 8
Floor squeegeesqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Set the programme structure before confirming performers. Allow a few minutes between acts for people to leave and enter the performance area, change instruments or adjust microphones.
Collect each act’s technical requirements as soon as they apply. Ask whether they need microphones, DI boxes, music stands, audio playback or a laptop connection, and test every unusual setup before the event.
Fix the running order at least 7 days beforehand and send it to performers, presenters and judges. Include arrival time, check-in point and the expected length of each act.
Run a complete sound and lighting test before guests arrive, using the actual laptop, music files, wireless microphones, cables and power strips. Keep gaffer tape available to secure cables and prevent trip hazards.
Order food and collect dietary requirements before finalising catering numbers. Prepare separate serving utensils and label options clearly, rather than trying to identify ingredients during the event.

Frequently asked questions

How far in advance should I organize a talent show?: Start at least 6 to 8 weeks before the event. Confirm the venue and programme first, invite performers next, and leave the final 7 days for confirming acts, printing information and testing the equipment.
How do I create a talent show running order?: Group acts by practical needs and avoid placing several complex setups back to back. Allow 3 to 5 minutes between performances, and schedule a short break if the show lasts longer than 90 minutes.
When should I collect music and technical requirements from performers?: Ask for them when performers apply, then set a firm deadline 10 to 14 days before the show. Request music files at least 7 days beforehand so playback can be tested and missing files can be chased.
How long before a talent show should I test the sound system?: Complete the full sound check on the event day at least 2 hours before doors open. Test every microphone, speaker, cable, playback device and input, then repeat a quick check after the performance area is set up.

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.