Talent show checklist: what to arrange and when

A talent show needs more than performers and a stage. You need clear entry rules, a workable running order, prepared judges and reliable sound and lighting. Start with the date, venue and format, then move through registrations, participant instructions and technical planning. On the day itself, allow time for unloading, stage assembly, sound checks and lighting before guests arrive. This checklist covers the practical details that are easy to postpone until they become urgent.

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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
Set the match rules
2 people
Approach jury members
Book host
Confirm the technical supplier
Create a registration form
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Assign performances
2 people
Develop the run sheet
2 people
Prepare jury forms
Gather music files
2 people
Collect emergency contacts
Order catering
Check the shopping list
2 people
Do the shopping
2 people
Send participant instructions

Event

Open venue
2 people
Clear the loading and unloading area
2 people
Build stage sections
4 people
Connect the sound system
2 people
Set up lighting
2 people
Set up backstage
2 people
Set up jury table
2 people
Set up audience seating
4 people
Set up reception desk
2 people
Hang up decorations
3 people
Prepare competition materials
2 people
Set up the catering area
3 people
Chill drinks
2 people
Prepare snacks
3 people
Fully test technical setup
2 people
Test microphones
2 people
Review performances
3 people
Give the jury briefing
2 people
Register participants
3 people
Welcome the audience
3 people
Open the program
2 people
Guide the performances
4 people
Hand out judging forms
Announce performances
Serve break snacks
3 people
Refill drinks
2 people
Collect audience votes
2 people
Collect the judges' scores
2 people
Check scores
2 people
Announce finalists
Facilitate the final performances
4 people
Collect final scores
2 people
Check the winners
2 people
Support awards ceremony
3 people
Give thank-you speech
See the audience out
3 people
Collect lost property
2 people
Close catering
3 people

Aftercare

Remove decorations
3 people
Clear away chairs and tables
4 people
Dismantle stage and technical equipment
4 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Check equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Handle lost and found

What to bring

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

Furniture

Stage sectionsqty 6
Jury tablesqty 2
Catering tablesqty 4
Reception desk
Chairsqty 120
Stoolsqty 8
Clothes racksqty 2
Waste binsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Monitor speaker
Laptop
Spare laptop
DI boxqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Calculatorsqty 3
Power banksqty 4
USB sticksqty 3

Lighting

LED spotlightsqty 4
Light standsqty 2
Mood lightingqty 4

Decorations

Competition banner
Balloon archesqty 2
Tableclothsqty 8
Stage backdrop
Directional signsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pouring jugsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Serving tongsqty 6
Measuring cupsqty 2
Ice packsqty 12

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the format and judging rules before opening registration. State the performance length, permitted acts, age limits and scoring method so participants know exactly what to prepare.
Close registrations early enough to build the running order and confirm every act. Send participant instructions with arrival time, music-file requirements, emergency contact details and any dietary information you need.
Treat the run sheet as a technical document, not just a programme. Include changeover time between acts, jury scoring time, host links and a clear order for music files and microphones.
Schedule venue access several hours before the audience arrives. The stage sections, sound system, lighting and furniture all need setup time, followed by a full test with the laptop, spare laptop, microphones and monitor speaker.
Keep the reception, catering and stage areas separate where possible. Directional signs, waste bins, reusable cups and a prepared registration desk prevent queues from reaching the performance area.

Frequently asked questions

How far in advance should I organise a talent show?: Start at least 8 to 12 weeks before the event. Confirm the date and venue first, then book the host and jury, open registrations, arrange catering and confirm the technical supplier.
How long should talent show registrations stay open?: Keep registration open for about 3 to 4 weeks, then leave at least 2 weeks to process entries, confirm participants, assign performances and create the running order.
How much setup time does a talent show need?: Allow at least 3 hours before doors open for unloading, stage assembly, furniture placement, sound connection and lighting. Reserve another 30 to 45 minutes for a full technical check and performer briefing.
What equipment do I need for a talent show stage?: Plan for active speakers, a mixer, wireless microphones, microphone stands, a monitor speaker, a laptop and a spare laptop. Also provide a DI box, extension cords, power strips and gaffer tape, then test every connection before the first act.

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.