Talent Show Checklist: What to Arrange and When

A talent show needs more than a stage and a microphone. You need clear competition rules, a registration process, reliable technical support and a program that keeps performers, the jury and the audience on schedule. Start by confirming the date and location, then build toward registrations, rehearsals and the final run sheet. This checklist covers the details that are easy to forget, including dietary requirements, performance music, jury forms, certificates and the equipment needed for smooth changeovers.

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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
Draw up competition rules
2 people
Approach jury members
2 people
Book host
Arrange technical support
2 people
Create a registration form
Open registration
Send invitations
2 people
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Confirm participants
2 people
Assign performances
2 people
Publish the program
Collect dietary requirements
Prepare jury criteria
2 people
Print the jury forms
Order prizes
Create certificates
2 people
Make reservations
Order catering
2 people
Do the shopping
3 people
Collect performance music
2 people
Request technical requirements
2 people
Print the run sheet
Print contact list
Prepare the crew briefing
2 people

Event

Open venue
2 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
2 people
Set up tables
3 people
Set out chairs
4 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up backstage
3 people
Hang decorations
3 people
Hang up the program
Set out prizes
Set up the cloakroom
2 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Test the equipment
3 people
Receive participants
3 people
Check in participants
2 people
Brief the jury
2 people
Welcome the audience
2 people
Present Program
Guide the performances
3 people
Carry out stage changes
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect tableware
2 people
Answer audience questions
2 people
Process the jury results
2 people
Announce the winners
2 people
Present prizes
2 people
Take group photo
See the crowd off
2 people

Aftercare

Take down the sound system
3 people
Dismantle the stage
4 people
Put furniture back
4 people
Remove decorations
3 people
Store leftover catering
2 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Gather borrowed items
2 people
Return materials
2 people
Register lost property
Share photos with participants
Publish results online

What to bring

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

Furniture

Stage sectionsqty 6
Jury tablesqty 2
Registration desk
Beer tablesqty 8
Chairsqty 120
Bar stoolsqty 6
Coat racksqty 3
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Stage monitorsqty 2
DI boxesqty 4
Laptop
Music player
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 10
Cable tapeqty 6
Printer
Camera
Power banksqty 4

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4

Tableware

Drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Coolersqty 3

Decorations

Stage backdrop
Balloon archesqty 2
Buntingqty 6
Tableclothsqty 12
Name card holdersqty 20
Directional signsqty 8
Photo backdrop

Sports equipment

Cable matsqty 8
Bollardsqty 12
Barrier tapeqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the rules before opening registration. Define performance length, age limits, permitted acts and judging criteria early enough to include them on the registration form and invitations.
Close registrations before publishing the program. Allow at least 7 days to process entries, confirm participants, assign performance slots and collect each act’s music and technical requirements.
Schedule a technical check before doors open. Test the speakers, mixer, wireless microphones, stage monitors, DI boxes, laptop and music player, then secure extension cords and cables with cable trays and cable tape.
Print more than one working copy of the run sheet and jury forms. Keep copies at the registration desk, with the host, backstage and at the jury tables so timing changes do not leave anyone without instructions.
Order prizes, certificates and catering after the final participant count is confirmed. Collect dietary requirements before placing the food order, and arrange glasses, plates, cutlery and serving equipment at the same time.

Frequently asked questions

How far in advance should I organise a talent show?: Start at least 8 to 12 weeks before the event. Confirm the date, location, host, jury and technical support first, then allow 3 to 4 weeks for registrations and promotion.
When should talent show registrations close?: Close registration at least 2 weeks before the show. This gives you time to review entries, confirm participants, assign performances and publish a workable program.
How much technical setup time does a talent show need?: Allow at least 3 hours for stage, sound and lighting setup, plus 1 to 2 hours for a technical check. Collect music and technical requirements several days before the event so problems are found before show day.
When should I order prizes and catering for a talent show?: Order prizes and certificates about 2 weeks before the event. Place the catering order after registrations close, ideally 7 days before the show, once dietary requirements and final numbers are known.

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