Talent Show Checklist and Planning Guide

A talent show needs more than a running order and a microphone. You need to confirm the venue, collect acts and technical requirements, assign volunteers, and prepare the room for both performers and the audience. This checklist puts those jobs in a workable sequence, from booking the space to checking keys and equipment on the day. It also helps you catch details that are often left too late, such as music files, dietary requirements and last-minute performance confirmations.

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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
Check hall capacity
2 people
Book the room
Create program layout
2 people
Create a registration form
Design invitations
Send invitations
2 people
Hang flyers
2 people
Process registrations
Confirm performances
2 people
Collect dietary requirements
Book host
Assign judges
Assign volunteers
2 people
Gather technical requirements
2 people
Gather music files
Develop the run sheet
2 people
Update the audience list
Purchase refreshments
2 people
Check groceries
2 people
Confirm performances by phone
Check the venue and keys
2 people
Receive deliveries
2 people
Clear the hall floor
4 people
Build stage floor
4 people
Set up chairs
4 people
Set up tables for catering
2 people
Connect the sound system
3 people
Test microphones
2 people
Test the lighting
2 people
Set up the presentation table
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare snacks
3 people
Hang decorations
3 people
Hang signs
2 people
Set up the jury table
2 people
Set up artist room
2 people
Give the artist briefing
2 people
Prepare the audience reception
2 people

Event

Open the doors
3 people
Register visitors
3 people
Distribute program
2 people
Direct guests to their seats
2 people
Give the opening speech
Announce performances
Provide technical support for performances
2 people
Have performers ready on time
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Keep catering tables clean
2 people
Answer audience questions
2 people
Collect jury scores
2 people
Announce break
Restock break buffet
2 people
Announce the winners
2 people
Present prizes
2 people
Deliver closing remarks
Guide visitors to the exit
2 people
Collect lost and found items

Aftercare

Turn off the sound system
2 people
Remove decorations
3 people
Dismantle furniture
4 people
Collect tableware
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the catering tables
2 people
Clean the hall floor
3 people
Check toilets
Inventory materials
2 people
Return borrowed materials
2 people
Return keys
Share photos with participants
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 120
Stage sectionsqty 6
Judges' table
Presentation table
Clothes racksqty 2
Tableclothsqty 10

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Microphone cabling
Laptop
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Backdrop screen

Lighting

LED spotlightsqty 4
Atmosphere lightsqty 8
Batteriesqty 24

Tableware

Glassesqty 140
Coffee cupsqty 80
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Hot drink urnsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 10
Pliersqty 6
Measuring cupsqty 2

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Festive garlandsqty 12
Stage curtainqty 2
Name badgesqty 140
Wayfinding signsqty 8
Chalkboardsqty 4
Chalk markersqty 8
Prize trophiesqty 3
Gift vouchersqty 3
Program leafletsqty 130
Evaluation formsqty 30
Pensqty 40
Wristbandsqty 130

Cleaning

Waste binsqty 8
Broomqty 2
Vacuum cleaner
Mop setsqty 2
Cleaning glovesqty 6
Cleaning clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Set the programme after collecting each act’s performance time, equipment needs and music files. Leave at least 10 minutes for introductions, transitions and unexpected delays.
Confirm every act by phone during the final week, not just through the registration form. Ask whether the performer, backing track and technical setup are still unchanged.
Create separate audience, performer and volunteer lists. Print or save the latest version before the event so check-in does not depend on an unstable internet connection.
Test the laptop, HDMI cables, mixer, speakers and wireless microphones together before doors open. Bring spare batteries and label each cable so a fault can be traced quickly.
Finish the room setup before the audience arrives: clear the floor, build the platform, position the jury and presentation tables, and leave a defined route between seating and stage.

Frequently asked questions

How far in advance should I start planning a talent show?: Start at least 6 to 8 weeks before the event. Book the venue first, then collect registrations, confirm the presenter and jury, and allow the final 7 days for technical and attendance checks.
How long should a talent show programme be?: Plan around 60 to 90 minutes of performances for one programme block. Add roughly 10 minutes for every hour of acts to cover introductions, judging, applause and equipment changes.
When should I collect technical requirements from performers?: Ask for technical details when performers register, then confirm them 7 days before the show. Request music files no later than 3 days beforehand so they can be tested on the event laptop.
How many volunteers are needed for a talent show?: Plan for at least 1 person handling check-in, 1 stage or backstage coordinator, 1 sound operator and 1 person supporting refreshments for a small show. Add another helper when the audience exceeds about 75 people.

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.