Talent Show Checklist: What to Arrange and When

A talent show needs more than a sign-up sheet and a microphone. You need time to collect acts, test each performer’s technical needs, set judging criteria and build a programme that can actually run on schedule. This checklist takes you from confirming the venue to opening the doors, with reminders for details people often leave until the last minute. Use it to coordinate performers, the host, jury, sound team and front-of-house setup.

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
Create sign-up form for acts
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Approach jury members
2 people
Book host
Collect music and acts
2 people
Compile program
2 people
Develop judging criteria
2 people
Check venue reservation
Test sound with presenter
3 people
Inventory technical requirements for acts
2 people
Print the run sheet
Confirm the act order
2 people
Print the jury forms
Arrange prizes and certificates
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Back up music files
Prepare attendance list

Event

Open venue
2 people
Check the Venue
2 people
Set up stage sections
4 people
Set up tables and chairs
4 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Connect lights and cables
3 people
Connect microphones
2 people
Test music playback
2 people
Check stage safety
2 people
Set up the catering buffet
3 people
Set up judges' table
2 people
Receive acts
2 people
Check in acts
2 people
Run short sound checks
3 people
Handle guest reception
3 people
Staff entrance and coat check
3 people
Host the opening round
2 people
Announce performances
Set up acts
2 people
Operate sound and lighting
2 people
Serve break drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Keep buffet and tables clean
2 people
Hand out judging forms
Collect jury scores
2 people
Guide the audience vote
2 people
Announce the winners
2 people
Present prizes
3 people
Guide the audience to the exit
2 people
Manage coat check
2 people

Aftercare

Pack leftovers safely
2 people
Switch off equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Sort waste
2 people
Sweep and mop the hall
3 people
Clean the restrooms
2 people
Dismantle the stage
4 people
Put furniture back
4 people
Hand over keys and venue
2 people
Return borrowed materials
2 people
Share photos and results

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Tablesqty 10
Chairsqty 120
Stoolsqty 8
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Laptop stand
Music backup USBqty 2
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 12
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Decorations

Balloonsqty 150
Balloon arch
Buntingqty 12
Starry backdropqty 2
Red carpet
Stage backdropqty 2
Tableclothsqty 10
Tapeqty 6
Cable tiesqty 100

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 4
Measuring cupsqty 2
Foilqty 3
Food storage containersqty 12
Bottle openersqty 3
Corkscrewsqty 2

Catering

Cash register
Cash box
Menu boardsqty 4
Name badgesqty 30
Jury formsqty 30
Ballotsqty 120
Prizesqty 3
Certificatesqty 30
Groceries

Tips

Set a registration deadline at least 10–14 days before the show. This gives you time to process acts, collect dietary requirements and ask performers about music, microphones, power and other technical needs.
Build the running order as soon as registrations close, then confirm it with every act. Allow a short changeover between performances and keep a backup copy of the programme and music files on a USB drive.
Test the complete sound setup with the presenter before doors open. Check the mixer, active speakers, wireless microphones, laptop, extension cords and spare batteries rather than testing each item separately.
Print the run sheet, jury forms and attendance list before event day. Keep at least two paper copies of the run sheet: one for the host and one at the sound or stage area.
Plan the room in sections: stage, audience seating, jury tables, coats and refreshments. Set up stage steps, cable trays and tape before the technical test so cables are not moved after the microphones and lights are working.

Frequently asked questions

How far in advance should I organise a talent show?: Start at least 4–6 weeks before the event. Confirm the date and venue first, open registrations next, and leave the final 10–14 days for processing acts, building the programme and checking technical requirements.
When should talent show registrations close?: Close registrations 10–14 days before the performance. You need this time to confirm the act order, collect music, develop the final running sheet and identify equipment or timing problems.
How do I test the sound for a talent show?: Test the full system on the day or the evening before, allowing at least 60–90 minutes. Run the presenter’s microphone, each microphone type, the laptop, backup USB, mixer, speakers, power strips and spare batteries.
How long should a talent show act be?: Set a maximum of 5 minutes per act unless your programme has plenty of spare time. For 12 acts, allow roughly 75–90 minutes once introductions, judging and changeovers are included.

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.