Talent show checklist: what to arrange and when

A talent show depends on more than a stage and a microphone. You need time to collect registrations, confirm acts, build a running order and check every technical requirement before performers arrive. This checklist covers the planning sequence, from confirming the venue to briefing participants and preparing the jury. Use it to keep programme, sound, lighting, tickets, prizes and backstage details together instead of solving them on the day.

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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
2 people
Create the program and schedule
2 people
Approach jury members
Book host
Reserve audio equipment
2 people
Reserve lighting equipment
Create a registration form
Draft participant terms and conditions
2 people
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Collect performances and music
2 people
Gather technical requirements
2 people
Determine performance order
2 people
Agree on judging criteria
3 people
Develop the run sheet
2 people
Make jury forms
Prepare presentation texts
2 people
Print audience tickets
Order prizes and trophies
Check the shopping list
2 people
Confirm technical support by phone
Send participants the final briefing
Do the shopping
2 people
Chill drinks
2 people
Check music files
2 people
Set out prizes

Event

Open venue
2 people
Conduct a safety check
2 people
Build stage sections
4 people
Connect the sound system
3 people
Set up lighting
2 people
Test equipment and cables
3 people
Set up tables
3 people
Set up chairs
3 people
Set up judges' table
2 people
Set up the catering buffet
3 people
Set up the registration desk
2 people
Hang decorations
3 people
Hang up the program clearly
Prepare snacks
3 people
Set out coffee and tea
2 people
Receive participants
3 people
Register participants
2 people
Run through performances technically
3 people
Welcome the audience
3 people
Host the opening
Guide the performances
4 people
Hand out judging forms
Operate music and microphones
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide the audience vote
2 people
Present the break program
Process the jury results
3 people
Announce finalists
Facilitate the final performances
4 people
Count votes
3 people
Announce the winners
2 people
Present prizes
3 people
Present closing
Close coat check and entrance
2 people
Store leftovers safely
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Separate waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Dismantle the stage
4 people
Pack audio equipment
3 people
Pack lighting equipment
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Send thank-you message to participants
Thank the jury and volunteers

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 120
Foldable tablesqty 12
Jury tablesqty 2
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 6
Changing room screensqty 4
Clothes hangersqty 40
Backstage tablesqty 3
Backstage chairsqty 12
Voting boothsqty 2
Ballot boxesqty 2
Puppet tent
Presentation table

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 4
Laptop
Music player
Extension cordsqty 6
Power stripsqty 8
Cable traysqty 12
Spare batteriesqty 24
USB sticksqty 4
Spare chargerqty 2
Smoke detectorqty 2
Fire blanketqty 2
Program display
Presentation clicker
HDMI cablesqty 3
Laptop stand
Tape dispensersqty 3
Gaffer tapeqty 8
Cable tiesqty 100
Metronome
Instrument standsqty 6
Music standsqty 6
Guitar standsqty 4
Walkie-talkiesqty 6
Spare cables

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 8
LED lightsqty 10

Decorations

Balloonsqty 150
Balloon standsqty 4
Buntingqty 12
Backdrop
Star foilqty 6
Tableclothsqty 14
Wayfinding signsqty 8
Program boardsqty 4
Gold star stickersqty 2
Red carpet
Photo backdrop
Photo wall accessories
Winners board
Prize tablecloth
Cable protectionqty 10
Stage curtainsqty 2
Participant number tagsqty 30
Name badgesqty 40
Judge name signsqty 4

Tableware

Reusable cupsqty 150
Wine glassesqty 40
Platesqty 130
Cutlery setsqty 130
Serving plattersqty 12
Serving spoonsqty 8
Coffee cupsqty 60
Thermos flasksqty 6
Coffee spoonsqty 60
Sugar bowlsqty 6
Serving traysqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Bread basketsqty 4
Serving tongsqty 6
Serving spoonsqty 6
Corkscrewsqty 2
Bottle openersqty 3
Kettlesqty 2
Coffee machinesqty 2
Ice packsqty 16
Hot traysqty 4
Table coolersqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Laundry basketsqty 4
Cleaning brushesqty 4

Catering

Groceries
Cake knife
Serving platters for cakeqty 4
Drink dispensersqty 3
Water jugsqty 6
Milk jugsqty 4
Coffee filtersqty 2
Thermo cups for backstageqty 30

Tips

Set the date and venue before opening registrations, then allow at least 2 weeks for people to submit their act details, music and technical requirements.
Ask each performer how much stage time, microphone support, playback equipment and setup time they need; collect this information before fixing the performance order.
Confirm the host, jury members and technical support no later than 2 weeks before the show. A phone check with the technician can reveal missing cables, adapters or spare batteries.
Prepare the run sheet with arrival times, sound checks, entrances, performances, judging and breaks. Print copies for the host, jury and technical team rather than relying on one laptop.
Check the audience setup the day before: stage sections and steps, jury tables, chairs, wayfinding signs, tickets, prizes and waste bins. Keep extension cords and cable trays away from walking routes.

Frequently asked questions

How far in advance should I organise a talent show?: Start at least 6 to 8 weeks before the event. Confirm the date and location first, then allow time for registrations, invitations, jury arrangements, technical planning and the final participant briefing.
When should talent show registrations close?: Close registrations around 3 weeks before the show. This gives you enough time to confirm participants, collect music and dietary requirements, check technical needs and create a realistic performance order.
How do I plan the running order for a talent show?: Create the running order at least 10 days before the event, after collecting every act’s duration and setup needs. Avoid placing several acts with the same equipment changes back to back, and include time for sound checks and breaks.
What technical equipment is needed for a talent show?: Allow time to check the mixer, speakers, stage monitors, wireless microphones, microphone stands, laptop or music player, lighting and power supplies at least 1 week before the show. Keep spare batteries, extension cords and cable trays ready on site.

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.