Talent show checklist: what to arrange and when

A talent show needs more than a stage and a microphone. You have to manage registrations, act timings, music files, judges, presenters and a running order while keeping the audience comfortable. This checklist puts those jobs in a workable sequence, from choosing the date and venue to testing the sound system and collecting catering. It also helps you catch details that are often left until the final hour, such as dietary requirements, backup batteries and clearly labelled performance files.

Organize this event for free with Lizzt

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 the program and schedule
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Record performances and act duration
2 people
Confirm performers
2 people
Assign hosts
Invite the judges
Set up jury criteria
2 people
Gather music files
2 people
Check music files
2 people
Review performances
3 people
List technical requirements
2 people
Make reservations
Order catering
2 people
Arrange prizes and certificates
2 people
Print the run sheet
Create the crew schedule
2 people
Prepare signage
2 people
Prepare name badges
2 people
Test the equipment
2 people
Pick up catering
2 people
Do the shopping
2 people

Event

Open venue
2 people
Receive deliveries
2 people
Set up the stage and performance area
4 people
Set up audience seating
3 people
Set up tables for reception
2 people
Connect the sound system
3 people
Connect the lighting system
2 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the cloakroom
2 people
Set up information table
2 people
Prepare the artist dressing room
2 people
Set up the jury table
2 people
Brief the hosts
2 people
Brief the jury
2 people
Welcome performers
3 people
Register the artists
2 people
Technically test performances
3 people
Handle guest reception
3 people
Distribute program
2 people
Serve coffee and tea
2 people
Announce the opening
2 people
Guide the performances
3 people
Operate music and microphones
2 people
Prepare the performers
2 people
Collect judging forms
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Supervise the break program
2 people
Restock the buffet
3 people
Answer audience questions
2 people
Set up finalists
2 people
Final technical support
3 people
Process the jury results
2 people
Announce the winners
2 people
Award prizes and certificates
3 people
Deliver farewell speech
Guide the audience to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Remove decorations
3 people
Dismantle furniture
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Check coat check
2 people
Collect lost and found items
2 people
Pack equipment
3 people
Return materials
2 people
Store leftover stock
2 people
Handle the deposit and keys
Return lost property
Share photos with participants

What to bring

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

Furniture

Stage sectionsqty 6
Audience chairsqty 70
Foldable tablesqty 10
Judges' table
Bar stoolsqty 4
Coat racksqty 3
Waste binsqty 8
Clothes hangersqty 100
Clothing coversqty 20

Equipment

Active speakersqty 2
Microphonesqty 4
Microphone standsqty 3
Mixer
Laptop
Music standqty 2
DI boxqty 2
Extension cordsqty 8
Power stripsqty 6
XLR cablesqty 8
Spare batteriesqty 12
Spare laptop charger
USB sticksqty 3
Spare audio cablesqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 4
Light standsqty 2

Tableware

Reusable drinking glassesqty 90
Coffee cupsqty 50
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Washing-up bowlsqty 3
Ice packsqty 12

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Backdrop cloth
Tableclothsqty 10
Vasesqty 10
LED candlesqty 20
Name badgesqty 80
Program cardsqty 80
Directional signsqty 12
Markersqty 12
Tapeqty 6
Cable tiesqty 100
Jury formsqty 20
Clipboardsqty 8
Ballpoint pensqty 20
Certificatesqty 20
Trophiesqty 3
Gift vouchersqty 3
Envelopesqty 10
Wristbandsqty 100
Cloakroom numbersqty 100

Catering

Groceries

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
All-purpose cleanerqty 3
Glass cleanerqty 2
Toilet cleanerqty 3
Trash can labelsqty 20

Tips

Set a registration deadline at least 7 days before the show. Use the final list to confirm each act, record its duration, note technical requirements and collect dietary requirements.
Build the running order around changeovers, not only performance length. Allow roughly 3–5 minutes between acts that need a microphone, laptop, DI box or other equipment change.
Collect music files at least 5 days in advance and check every file on the playback laptop. Keep one clearly labelled backup copy and test the connection to the mixer before doors open.
Finish the technical test 2–3 hours before the audience arrives. Check active speakers, microphones, stands, XLR cables, extension cords, power strips, LED spotlights and reserve batteries as one complete setup.
Print the run sheet and prepare crew assignments before the event day. Give presenters, judges, technicians and front-of-house helpers a copy, and prepare signage, name badges and seating before the first act arrives.

Frequently asked questions

How far in advance should I open talent show registrations?: Open registrations 3–6 weeks before the show, depending on the expected audience and number of acts. Close them at least 7 days before the event so you can confirm performers, durations, technical needs and dietary requirements.
How much time should I allow between talent show acts?: Allow 3–5 minutes for a normal changeover and 5–10 minutes when instruments, playback equipment or stage sections must be moved. Add these intervals to the schedule instead of using performance duration alone.
When should I test the sound and lighting for a talent show?: Complete a full sound and lighting test 2–3 hours before doors open, then run through every performance at least once. Test the microphones, speakers, mixer, music laptop, cables, power and spotlights together.
How many judges do I need for a talent show?: Use at least 3 judges so a single score does not decide the result. Give them the judging criteria and scoring method before the show, and leave 10–15 minutes after the final act to total scores and confirm prizes or certificates.

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.