Talent show checklist: what to arrange and when

A talent show needs more than a stage and a list of performers. You need a clear format, enough time for registrations, reliable sound and a running order that keeps the audience moving. Start by confirming the date and venue, then work towards participant selection, technical checks and the final run sheet. This checklist covers the details that are often left until the last week, including dietary requirements, music files, judges, prizes and backstage seating.

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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
Set the program format
2 people
Create a registration form
Draft invitations
2 people
Send invitations
2 people
Process registrations
Confirm participants
Collect dietary requirements
Approach jury members
Book host
Book photographer
Confirm venue booking
Make material reservations
Select performances
3 people
Schedule performances
2 people
Inform participants
Gather music files
Test music files
2 people
Create evaluation forms
Arrange prizes and certificates
Print the run sheet
Assign volunteers
2 people
Set the audience route
2 people
Purchase refreshments
2 people
Collect prizes
Pick up venue keys
Check groceries
2 people
Chill drinks
2 people
Set up stage sections
4 people
Set up sound equipment
3 people
Set up lighting equipment
2 people
Set out the room layout
2 people
Set up chairs
3 people
Set up tables
2 people
Hang up decorations
2 people
Set up registration desk
2 people
Set up the catering table
2 people
Set up backstage
2 people
Set up judges' table
Fully test technical setup
3 people
Briefly run through performances
3 people

Event

Receive participants
3 people
Register participants
2 people
Welcome the audience
3 people
Deliver the welcome speech
Guide the performances
3 people
Collect jury scores
2 people
Announce break
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Clear tables
2 people
Guide the audience
2 people
Announce finalists
Lead the final
3 people
Process the jury results
2 people
Announce the winners
2 people
Present prizes
2 people
Give thank-you speech
See the audience out
3 people

Aftercare

Dismantle audio equipment
3 people
Dismantle lighting equipment
2 people
Dismantle stage sections
4 people
Remove decorations
2 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
3 people
Clean the room
3 people
Clean the restrooms
2 people
Check materials
2 people
Return borrowed materials
2 people
Keep lost and found items
Share participants' photos
Publish the results
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 120
Tablesqty 12
Judges' table
Clothes racksqty 2
Folding chairs backstageqty 20

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Laptop
Music remote control
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Spare batteriesqty 16
Notice boardsqty 2
Directional signsqty 8
Clipboardsqty 8
Pen setsqty 4
Calculatorsqty 2
USB sticksqty 3

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Balloonsqty 150
Buntingqty 6
Star decorationsqty 12
Tableclothsqty 12
Stage sign

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 6
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Bottle openersqty 3
Water jugsqty 6

Cleaning

Waste binsqty 6
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Toilet brushesqty 3

Catering

Groceries

Tips

Set registration and invitation deadlines early. Close registrations at least 2–3 weeks before the show so you have time to select acts, confirm participants and build a realistic running order.
Allow a technical test before doors open. Test every microphone, DI box, speaker, music file and laptop connection, and keep spare batteries, extension cords and gaffer tape nearby.
Give each performance a precise slot in the schedule. Include changeover time between acts; even 3–5 minutes per changeover can add up quickly across a full programme.
Confirm the people who keep the show moving at least 1 week beforehand. The host, jury members, photographer and volunteers should each know their role, arrival time and audience or backstage route.
Prepare prizes, certificates and refreshments before show day. Count awards and reusable cups against the expected attendance, and keep prizes together so the presentation does not delay the programme.

Frequently asked questions

How far in advance should I organise a talent show?: Start planning 8–12 weeks before the event. Send invitations early, close registrations 2–3 weeks ahead, and use the final week for participant confirmations, music testing, volunteer assignments and printing the run sheet.
How long should each talent show performance be?: Give each act a fixed performance limit, commonly 3–5 minutes, and add 3–5 minutes for setup or changeover. Publish the schedule only after checking that the total programme fits the venue booking.
When should I test the sound and music for a talent show?: Collect music files at least 1 week before the show and test them on the event laptop or playback system. Run a full microphone and speaker check before the audience arrives, with spare batteries and backup cables ready.
How many judges and volunteers do I need for a talent show?: Plan for at least 2–3 judges and assign volunteers to registration, backstage coordination, audience routing and refreshments. Confirm everyone’s role and arrival time no later than 1 week before the event.

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.