Magic show for staff: a practical organising checklist

A staff magic show needs more than a magician and a room. You need to secure the venue, confirm attendance and dietary requirements, plan catering quantities, and test the microphone and speaker before guests arrive. This checklist puts the work in a workable order, from booking and invitations to seating, refreshments and the magic area. It also covers easy-to-miss details such as route signs, name badges, chilled drinks, cable mats and a printed run sheet.

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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

Reserve venue
Book a magician
Make catering arrangements
Send invitations
2 people
Process registrations
Confirm registrations
Collect dietary requirements
Send the program to guests
Determine catering quantities
2 people
Check supplies
2 people
Order missing supplies
Arrange seating
2 people
Print the run sheet
Prepare name badges
2 people
Create route and door posters
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Label catering by dietary requirement
2 people
Test equipment
2 people

Event

Open venue
2 people
Unload materials
3 people
Set up tables
3 people
Set out chairs
3 people
Set up the magic area
2 people
Hang up decorations
2 people
Connect lighting and sound
2 people
Set up the buffet and drinks station
3 people
Set up the information table
Receive the magician
Test equipment with the magician
2 people
Welcome guests
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Announce the show
Host the magic show
2 people
Refill drinks
2 people
Topping up party snacks
2 people
Announce evening program
Host the informal drinks reception
2 people
Serve the last round
2 people
See off guests
3 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the venue
3 people
Remove decorations
2 people
Collect lost property
Return materials
2 people
Return rented equipment
2 people
Perform final venue check
2 people

What to bring

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

Furniture

Chairsqty 70
Buffet tablesqty 6
Magic table
High tablesqty 6
Clothes racksqty 2
Waste binsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Serving tongsqty 6

Equipment

Wireless microphone
Active speaker
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Cable matsqty 6
Coolersqty 4

Kitchen

Thermos flasksqty 4
Coffee maker
Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Serving plattersqty 10

Decorations

Backdrop cloth
Buntingqty 8
Name badgesqty 70
Badge holdersqty 70
Wayfinding signsqty 6

Lighting

LED spotlightsqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Book the magician and venue before sending invitations, then allow at least 7 days to process registrations and confirm the final guest count. The number of guests affects seating, catering quantities and the size of the magic area.
Collect dietary requirements when people register and label catering before guests arrive. Keep separate serving tongs and platters available where needed, rather than trying to identify dishes during the event.
Test the wireless microphone, active speaker and all extension cords before setup is complete. Place cable mats over walkways and keep a power strip within reach, so the performance is not delayed by a loose cable or missing socket.
Plan the room around visibility: leave a clear sightline to the magic table, arrange chairs before setting out refreshments, and keep high tables and buffet tables away from the performance area. This prevents late furniture moves once guests are seated.
Finish the practical preparation on event day in a fixed sequence: open the venue, unload materials, set up tables and chairs, prepare the magic area, chill drinks and print the run sheet. Put up route and door posters before the first guest needs directions.

Frequently asked questions

How far in advance should I book a magician for a staff event?: Book the magician as soon as the venue date is confirmed, preferably at least 6 to 8 weeks before the show. This gives you time to compare availability, confirm technical requirements and send invitations with a reliable programme.
How much catering should I order for a staff magic show?: Base the quantities on confirmed registrations, dietary requirements and the length of the event. Finalise the headcount 3 to 5 days beforehand, then add a small buffer rather than ordering the same amount before registrations close.
What equipment does a magic show for staff need?: For a room with more than about 20 guests, plan to test a wireless microphone and active speaker, with a microphone stand, extension cords, power strips and cable mats. Confirm the magician’s exact requirements at least 1 week before the event.
When should I set up the magic area?: Set up the magic table and performance space after unloading and arranging the main furniture, usually 2 to 3 hours before guests arrive. Test the sound from the back row and keep the area clear until the show begins.

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