Talent show checklist: what to arrange and when
A talent show needs more than a stage and a microphone. You need a clear registration process, confirmed performers, judges, music files and a running order that keeps the event moving. Start with the date, venue and program format, then work toward technical checks, participant information and event-day setup. This checklist helps you see what needs to happen first and which details are easy to leave until the last minute.
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
Record the program format
2 people
Create a registration form
Send invitations
2 people
Post promotion online
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Assign performances
2 people
Invite the judges
Book host
Gather music files
2 people
Check music files
2 people
Gather technical requirements
2 people
Develop the run sheet
2 people
Make jury forms
Send participant information
Book catering
Check the shopping list
2 people
Arrange prizes for winners
Print certificates
Print name badges
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people
Event
Open venue
2 people
Set up stage sections
4 people
Set up audience seating
4 people
Set up tables
3 people
Set up sound system
3 people
Connect microphones
2 people
Connect lighting
2 people
Hang up decorations
3 people
Set up the catering table
2 people
Set up judges' table
2 people
Prepare the jury forms
Receive participants
3 people
Register participants
2 people
Review performances
3 people
Welcome the audience
3 people
Serve welcome drinks
3 people
Announce the opening
Guide the performances
3 people
Play music
Operate lighting
Refill drinks
2 people
Serve snacks
3 people
Answer audience questions
2 people
Collect jury scores
Process interim results
2 people
Announce finalists
Lead the final
3 people
Determine the winners
3 people
Present prizes
2 people
Announce the closing
See the crowd off
3 people
Aftercare
Switch off equipment
2 people
Collect tableware
3 people
Clean up catering
3 people
Collect waste
3 people
Clean the room
4 people
Clear away chairs and tables
4 people
Remove decorations
2 people
Pack equipment
3 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Return borrowed equipment
2 people
Store leftover catering
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 8
- Audience chairsqty 120
- Foldable tablesqty 12
- Judges' table
- Changing room chairsqty 20
- Clothes racksqty 3
- Bollardsqty 12
Equipment
- Sound system
- Wireless microphonesqty 4
- Microphone standsqty 3
- Mixer
- Speakersqty 2
- Laptop
- Spare laptop
- HDMI cablesqty 3
- Extension cordsqty 8
- Power stripsqty 6
- DI boxesqty 3
Lighting
- Stage spotlightsqty 6
- Light standsqty 2
- Mood lightingqty 8
- Flashlightsqty 4
Decorations
- Backdrop
- Balloonsqty 100
- Buntingqty 8
- Star decorationsqty 12
- Red carpet
- Wayfinding signsqty 8
Tableware
- Glassesqty 150
- Coffee cupsqty 80
- Platesqty 150
- Cutlery setsqty 150
- Serving plattersqty 12
- Serving tongsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 4
- Thermos flasksqty 6
- Cutting boardsqty 3
- Knivesqty 6
- Serving traysqty 6
- Bottle openersqty 4
- Ice packsqty 16
Catering
- Cash register
- Payment terminal
- Menu boardsqty 4
- Chalkboardsqty 3
- Prizesqty 3
- Certificatesqty 25
- Jury formsqty 25
- Name badgesqty 30
- Ballot slipsqty 120
- Pen setsqty 10
- Groceries
Cleaning
- Waste binsqty 8
- Mop setsqty 2
- Bucketsqty 3
- Broom setsqty 2
- Dustpan and brushqty 3
- Cleaning glovesqty 6
Tips
- Set the program format before opening registrations. Decide how many acts fit into the available time, how long each performance may last and whether there will be an interval.
- Ask for dietary requirements when people register, not during the final week. Confirm the total number of participants and guests before booking catering and checking the shopping list.
- Collect music files before the event and test every file on the laptop that will run the show. Keep a spare laptop, HDMI cables, extension cords and power strips ready in case the main setup fails.
- Send each participant their performance slot, arrival time, changing-room arrangements and technical requirements at least 7 days before the show. This prevents last-minute questions about microphones, music and stage access.
- Prepare the jury forms, certificates, name badges and prizes before event day. Chill drinks several hours before guests arrive, and leave enough time to position the judges' table, audience chairs and stage lighting.
Frequently asked questions
- How far in advance should I start planning a talent show?
- Start at least 8 weeks before the event. Confirm the date and location first, then allow 4 to 6 weeks for registrations, promotion, participant confirmation and judge arrangements.
- When should talent show registrations close?
- Close registrations 2 to 3 weeks before the show. This gives you time to assign performances, confirm participants, collect technical requirements and build the run sheet.
- How long should a talent show performance be?
- Allow about 3 to 5 minutes per act, plus 1 to 2 minutes for transitions. For 20 performances, plan roughly 90 to 120 minutes before adding an interval or awards.
- When should I send information to talent show participants?
- Send the final participant information at least 7 days before the event. Include arrival time, performance order, music-file instructions, changing-room details and any equipment they need to bring.
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