Magic show checklist: what to arrange and when

A magic show needs more than a performer and a few props. You need to lock in the venue, schedule and audience early, then make sure the room, sound system and seating work for both the magician and the guests. This checklist covers the full preparation, from invitations and registrations to catering, volunteers and the final equipment check. Pay particular attention to sightlines, microphone batteries and cable safety, because these details are easy to leave until the day itself.

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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

Confirm date and location
Book magician
Confirm venue booking
Check permits
Check insurance
Set the schedule and times
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Coordinate technology with the magician
2 people
Create hall floor plan
Arrange seating
Recruit volunteers
Divide volunteer tasks
Collect emergency contacts
Design signage
Post location announcement
2 people
Close registrations
Print visitor list
Check catering quantities
Check magic props
2 people
Test the equipment
2 people
Do the shopping
2 people
Store groceries refrigerated
2 people
Sort decorations
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check the hall floor
2 people
Set up tables
3 people
Set up chairs
4 people
Clear the stage area
2 people
Hang the backdrop
2 people
Hang up decorations
3 people
Set up lights and cables
2 people
Connect the sound system
2 people
Set up magic table
2 people
Set out props
2 people
Set up the catering table
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set up registration desk
2 people
Check toilets
Hang up signage
2 people
Carry out the final technical test
2 people
Receive the magician
2 people
Review the show area with the magician
2 people

Event

Welcome the audience
4 people
Check off registrations
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Announce magic show
Operate the lighting during the show
Operate sound during the show
Refill drinks
2 people
Refill snacks
2 people
Announce break
Serve break catering
3 people
Moderate audience questions
Announce the second part of the show
Guard the exit and cloakroom
2 people
Arrange farewell and thank-you
2 people
Guide the audience to the exit
3 people

Aftercare

Check out the magician
Pack props
2 people
Turn off the sound system
2 people
Dismantle the lighting setup
2 people
Take down the decorations
3 people
Take down tables and chairs
4 people
Collect tableware
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the room
3 people
Clean the restrooms
Load materials
3 people
Lock up the venue
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 110
Bar stoolsqty 6
Coat racksqty 2
Waste binsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Microphone standsqty 2
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Laptop
Presentation remote
Tripodsqty 2
Magic table
Storage cratesqty 4
Flashlightsqty 4
Batteriesqty 24

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Light standsqty 2
Spare flashlightsqty 6

Decorations

Backdrop
Balloon archesqty 2
Balloonsqty 150
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 12
Themed postersqty 10
Wayfinding signsqty 8
Adhesive stripsqty 4

Tableware

Dinner platesqty 120
Cake platesqty 120
Drinking glassesqty 140
Coffee cupsqty 80
Tea glassesqty 80
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
traysqty 8
Serving jugsqty 6
Hot drink urnsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the magician’s technical requirements before ordering or borrowing equipment. Check the microphone type, speaker connections, lighting needs and available power points at least two weeks before the show.
Plan the room around visibility, not just capacity. Leave a clear performance area for the magic table, keep chairs facing the action and use cable mats wherever audio or lighting cables cross walkways.
Close registrations several days before the event so you can print the visitor list and confirm catering quantities. Use the final list to check dietary requirements rather than relying on last-minute messages.
Test the complete setup in the venue before guests arrive. Run the laptop, mixer, wireless microphones, active speakers, presentation remote and lighting together, and keep spare batteries and flashlights nearby.
Give volunteers specific jobs and arrival times instead of asking for general help. Assign people to registration, seating, catering, guest questions and emergency contacts, with one person responsible for coordinating the whole team.

Frequently asked questions

How far in advance should I book a magician for an event?: Book the magician as soon as the date and location are confirmed, preferably at least 8 to 12 weeks before the show. Popular performers may need more notice, especially for weekend events. Confirm the performance length, arrival time, technical requirements and cancellation terms in writing.
How many chairs do I need for a magic show?: Prepare one chair for every registered guest, plus 5 to 10 percent extra if the room allows it. Arrange the seating so every guest has a clear view of the magic table and performer. Keep aisles open for volunteers and avoid placing tall tables or bar stools directly in front of seated guests.
When should I close registrations for a magic show?: Close registrations 3 to 5 days before the event, or earlier if the venue and caterer need final numbers. After closing, print the visitor list, check dietary requirements and confirm the catering order. Keep a small buffer for approved late changes rather than ordering for unlimited walk-ins.
When should I test the sound and lighting for a magic show?: Do a full technical test at least one day before the event if the venue is available, then repeat a shorter check 60 to 90 minutes before guests arrive. Test both wireless microphones, speakers, mixer, cables, power strips and lighting. Keep spare batteries, extension cords and flashlights accessible during the show.

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