Talent Show Checklist: What to Arrange and When

A talent show needs more than a stage and a sign-up sheet. You need a clear registration process, enough time for judging and a running order that performers can actually follow. This checklist covers the work from confirming the date and venue through testing the sound, lights and microphones. Use it to keep participant information, technical requests, volunteers and show-day details together instead of solving them at the last minute.

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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
Create a registration form
Send invitations
2 people
Approach jury members
2 people
Book host
Arrange music support
2 people
Open registration
Process registrations
2 people
Collect dietary requirements
Create the program schedule
2 people
Confirm participants
2 people
Request technical requirements
Set up jury criteria
2 people
Make jury forms
Order prizes
Make reservations
2 people
Recruit volunteers
2 people
Assign volunteers
Develop the run sheet
2 people
Publish audience information
Print participant list
Gather music files
Prepare certificates
Hang up promotion
2 people
Test the equipment
2 people
Do the shopping
2 people
Check prizes and materials
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Mark off the stage area
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage
4 people
Connect sound equipment
3 people
Connect lighting equipment
2 people
Hang up decorations
3 people
Build the catering buffet
3 people
Set up judges' table
2 people
Set up the check-in desk
2 people

Event

Receive participants
3 people
Welcome the audience
3 people
Direct participants to the changing room
2 people
Start opening music
Deliver the welcome speech
Announce the program
Guide the performances
3 people
Operate music during performances
Swap microphones
2 people
Hand out judging forms
Collect jury scores
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock the buffet
2 people
Clear tables during the event
2 people
Provide the break program
2 people
Announce finalists
Lead the final
3 people
Collect final evaluation
2 people
Announce the winners
Present prizes
2 people
Give thank-you speech
See the audience out
3 people

Aftercare

Turn off the sound equipment
2 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the venue
4 people
Pack equipment safely
3 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away unused groceries
2 people
Register lost and found items
Share the results with participants
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
Changing room screensqty 4
Clothes racksqty 2
Check-in desk
Judges' table

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 2
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4
Cable matsqty 8

Decorations

Balloonsqty 150
Balloon ribbonqty 2
Buntingqty 12
Backdrop cloth
Star foilqty 4
Tapeqty 6
Cable tiesqty 100

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Broomqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 2

Catering

Prizesqty 3
Medal ribbonsqty 3
Certificatesqty 30
Groceries

Tips

Open registration early enough to process entries, collect dietary requirements and ask each performer for technical needs. Set a closing date before you create the final programme so you have time to confirm participants.
Ask for music files and stage requirements before the event, not during check-in. Test the laptop, mixer, speakers, microphones, DI boxes and cables with the actual files before the audience arrives.
Write the run sheet with timings for performances, changeovers, judging and breaks. Allow extra minutes for performers using different instruments, backing tracks or changing-room screens.
Give judges their criteria and forms before the show starts, and brief the host on how scores, certificates and prizes will be handled. A short briefing prevents the host from interrupting the judging process.
Assign volunteers to specific jobs such as check-in, backstage changes, cables and audience guidance. Put the check-in desk, judges’ table, stage steps and cable mats in place before performers arrive.

Frequently asked questions

How far in advance should I organise a talent show?: Start planning at least 8 weeks before the event. Confirm the date and location first, then allow several weeks for registrations, jury arrangements, technical requests and the programme schedule.
When should talent show registration close?: Close registration at least 10 to 14 days before the show. This gives you time to process entries, confirm performers, collect music files and build a realistic running order.
How many microphones and speakers do I need for a talent show?: The number depends on the acts, so request technical requirements during registration. Test every microphone, active speaker, subwoofer, mixer, cable and DI box at least 2 hours before doors open, with spare batteries available.
How long should a talent show performance slot be?: Set a clear limit, commonly 3 to 5 minutes per act, and include changeover time in the schedule. Add at least 2 extra minutes between acts that need instruments, backing tracks or a stage reset.

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.