Magic show checklist: from booking to final setup

A magic show runs smoothly when the practical details are settled before guests arrive. This checklist takes you from confirming the date and magician to managing registrations, preparing refreshments and testing the microphone and speaker. It also covers the room layout, audience boundaries, lighting and the reception briefing. Use the timeline to avoid last-minute problems such as missing dietary information, untested cables or chairs that block the performer’s working area.

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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 a magician
Confirm the reservation in writing
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Coordinate the schedule and times
2 people
Check supplies
2 people
Test the equipment
2 people
Announce magic show
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the venue
2 people
Set up chairs
3 people
Set up magic table
2 people
Cordon off the audience area
2 people
Hang up decorations
2 people
Set up lighting and sound
2 people
Test microphone and speaker
2 people
Lay out the magician's materials
Set up information table
2 people
Brief reception team
3 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Explain the program
Host the magic show
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Keep the public area tidy
2 people
Supervise the break program
2 people
Support the evening show
2 people
Wave goodbye to visitors
3 people

Aftercare

Store leftovers safely
2 people
Remove decorations
2 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Put furniture back
3 people
Return borrowed items
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Chairsqty 70
Tablesqty 6
Magic table
Information desk
Folding chairs for staffqty 4

Equipment

Portable speaker
Wireless microphone
Microphone stand
Extension cordsqty 3
Power stripsqty 3
Gaffer tapeqty 2

Lighting

LED spotlightsqty 2
Mood lightingqty 2

Decorations

Magic backdrop
Balloonsqty 50
Balloon arch
Tableclothsqty 6
Star garlandsqty 6
Arrows to the hallqty 6

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Cutlery setsqty 80
Coffee cupsqty 30
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Coolersqty 4
Kettlesqty 2
Coffee maker
Thermos flasksqty 3
Cutting boardsqty 2
Knivesqty 4
Ice packsqty 12

Cleaning

Waste binsqty 4
Broom
Dustpan and brush
Mop set
Cleaning bucketqty 2
Microfiber clothsqty 10
Hand soap dispensersqty 2
Paper towel dispenserqty 2

Catering

Groceries

Tips

Confirm the magician, venue and reservation in writing at least 4 weeks before the show. Include the agreed start time, arrival time, performance length and the equipment or table space the magician needs.
Close registration and collect dietary requirements 7 days before the event. Update the visitor list afterwards so the reception team knows who is expected and how many chairs and refreshments to prepare.
Test the wireless microphone, portable speaker, microphone stand and lighting 2–3 hours before doors open. Tape down extension cords and power strips so guests cannot trip over them.
Set up the magic table, backdrop and audience area before laying out the magician’s materials. Leave a clear working area and use chairs in rows with an unobstructed view of the table.
Prepare drinks and snacks after the room is clean and the technical setup is finished. Chill drinks in the coolers, fill thermos flasks and place reusable cups, plates and serving utensils where guests can reach them without crossing the performance area.

Frequently asked questions

How far in advance should I book a magician for a magic show?: Book the magician at least 4–8 weeks ahead, especially if the show is on a weekend. Confirm the reservation in writing as soon as the date, location and performance time are agreed.
When should I send magic show invitations?: Send invitations 3–4 weeks before the show and set the registration deadline 7 days before it. That gives you time to process registrations, collect dietary requirements and update the visitor list.
How early should I set up the room for a magic show?: Start cleaning and arranging the room at least 3 hours before guests arrive. Finish the speaker, microphone and lighting test 2–3 hours beforehand, then set up the chairs, magic table and audience boundary.
How many chairs and drinks do I need for a magic show?: Prepare one chair per registered guest, plus 2–4 spare chairs for late additions or staff. For the first hour, plan on 2–3 drinks per person, then adjust the total for the length of the event and the weather.

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