A practical talent show checklist

A talent show needs more than a stage and a microphone. You need a clear entry process, confirmed performers, a running order, working music files and enough time for sound checks. This checklist takes you from booking the venue to setting up the room and serving refreshments. Pay particular attention to the details people often leave too late: technical requirements, judging sheets, dietary needs and who is responsible for each changeover.

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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 the venue and hall
Set the date and program
2 people
Open the registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Select performances
3 people
Invite the judges
Book host
Create the performance order
2 people
Gather music files
2 people
Check technical requirements
2 people
Prepare jury forms
Develop the run sheet
2 people
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Make name badges
2 people
Print programs
Prepare music files
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up the stage and hall
5 people
Connect sound equipment
3 people
Install lighting equipment
2 people
Set up chairs and tables
4 people
Hang up decorations
2 people
Set up judges' table
2 people
Set up the cloakroom and reception
2 people
Test microphones and music
3 people
Test the lighting plan and cues
2 people

Event

Receive participants
3 people
Welcome the audience
3 people
Explain the program
Guide the performances
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect audience feedback
2 people
Process the jury results
2 people
Supervise the break program
2 people
Facilitate the final performances
3 people
Announce the winners
2 people
Present prizes
2 people
See the audience out
3 people

Aftercare

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

What to bring

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

Furniture

Stage sectionsqty 6
Chairsqty 100
Foldable tablesqty 12
Judges' table
Coat racksqty 2
Stoolsqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Laptop
Music player
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 4
String lightsqty 4

Decorations

Backdrop cloth
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Stage sign
Directional signsqty 8

Tableware

Reusable glassesqty 120
Reusable cupsqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Serving traysqty 6

Catering

Groceries

Cleaning

Cleaning bucketsqty 3
Floor squeegeesqty 2
Broom and dustpanqty 2
Microfiber clothsqty 12
Glovesqty 6

Organization

Name badge holdersqty 120
Name badgesqty 120
Jury formsqty 120
Clipboardsqty 6
Pensqty 30
Prizesqty 3
Participant numbersqty 30
Printer paperqty 2
Tapeqty 4
Scissorsqty 4

Tips

Close entries early enough to review every act and confirm the final performer list before you publish the programme. Leave time to ask about missing music files, equipment and technical requirements.
Set the running order around practical changeovers, not just performance length. Keep the final version with the presenter, judges and sound operator so everyone is working from the same sequence.
Collect music files before the event day and test every track on the laptop or music player you will actually use. Keep a backup copy and label files with the performer name and act number.
Plan a separate sound and lighting check before doors open. Test the active speakers, mixing desk, wireless microphones, microphone stands, extension cables and LED spotlights, then secure loose cables with gaffer tape.
Prepare guest-facing details before setup starts: name badges, printed programmes, directional signs and the jury table. Chill drinks and prepare snacks only after the room layout and serving area are confirmed.

Frequently asked questions

How far in advance should I organise a talent show?: Start planning at least 6 to 8 weeks before the event. Open performer registrations early, then allow 1 to 2 weeks after the deadline to select acts, confirm participants and build the programme.
When should talent show entries close?: Close entries no later than 3 weeks before the show if you expect several performers. That gives you time to review acts, collect technical details, confirm dietary needs and publish the running order.
How long before a talent show should the sound check start?: Allow at least 90 minutes before doors open for the sound and lighting check. Add extra time if performers use backing tracks, wireless microphones or different stage setups.
How many drinks should I plan per guest at a talent show?: For the first hour, plan on 2 to 3 drinks per person, then around 1 drink per person per hour after that. Buy enough reusable glasses or cups for one full serving round plus a small spare supply.

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.