Talent show checklist: what to arrange and when

A talent show needs more than a list of performers and a microphone. You need a firm running order, reliable sound, clear instructions for contestants and enough time to set up the stage and audience area. This checklist helps you work from the first booking through the final venue check. It also covers details that are easy to leave until the last minute, such as music files, dietary requirements, judging forms and certificates.

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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 the program and schedule
2 people
Open the registration form
Send invitations
2 people
Register participants
2 people
Process registrations
2 people
Collect dietary requirements
Collect performances and music
2 people
Assign judges
Book host
Make reservations
Checking equipment and power
2 people
Print the run sheet
Finalize performance assignments
2 people
Inform participants
Check audience list
Do the shopping
3 people
Prepare music files
2 people
Prepare name badges
2 people
Print the jury forms
Prepare prizes and certificates
2 people

Event

Open venue
2 people
Check deliveries
2 people
Set up the stage
4 people
Set up audience seating
4 people
Set up tables
3 people
Connect the sound system
3 people
Test microphones
2 people
Test lighting
2 people
Hang decorations
3 people
Set up the presentation table
2 people
Set up judges' table
2 people
Set up the cloakroom
2 people
Set up catering
3 people
Chill drinks
2 people
Prepare snacks
3 people
Receive participants
3 people
Check in performances
2 people
Collect audio files
2 people
Welcome the audience
3 people
Announce the program
Guide the performances
3 people
Start the music
Coordinate stage changes
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Hand out judging forms
Guide the jury evaluation
2 people
Announce break
Restock the buffet
2 people
Guide the audience vote
2 people
Announce the final
Lead the final
3 people
Announce the winners
2 people
Present prizes
2 people
Announce the farewell
See the crowd off
3 people
Collect lost and found items
2 people

Aftercare

Switch off equipment
2 people
Take down the sound system
3 people
Dismantle the stage
4 people
Clear away chairs and tables
4 people
Collect tableware
3 people
Sort waste
3 people
Wash dishes
3 people
Clean up catering
3 people
Clean the venue
4 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Share photos
Thank participants

What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Audience chairsqty 90
Foldable tablesqty 10
Jury tablesqty 2
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100

Tableware

Drinking glassesqty 120
Wine glassesqty 60
Coffee cupsqty 80
Platesqty 100
Cake platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving bowlsqty 12

Decorations

Balloonsqty 100
Balloon arch
Backdrop cloth
Star foilqty 4
Buntingqty 12
Tableclothsqty 12
Name badgesqty 120
Wayfinding signsqty 8
Prize trophiesqty 3
Certificate foldersqty 15
Gold ribbonsqty 3
Photo booth propsqty 20

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music laptop
Laptop stand
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
DI boxesqty 2
Spare batteriesqty 12
USB sticksqty 4
Active DI boxesqty 2
Presentation clicker
Spare laptop
Charging cablesqty 6
Cable tiesqty 50

Lighting

LED spotlightsqty 6
Light standsqty 2
Cable dimmersqty 2
Mood lightingqty 6
Emergency lightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 6
Serving traysqty 12
Thermos flasksqty 6
Drink dispensersqty 4
Bar matsqty 3

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
All-purpose cleanerqty 3

Catering

Groceries

Tips

Set the date, venue and programme before opening registration. Include a realistic changeover time between acts so the running order does not collapse when performers need instruments, props or a different microphone.
Close registrations early enough to process every entry and collect music, performer details and dietary requirements. Send the final act order and arrival instructions to participants before event day, not during setup.
Test the speakers, mixing desk, wireless microphones, microphone stands and music laptop together at the venue. Check power points and cable routes, then keep a backup copy of every performance track in an accessible folder.
Prepare the judges’ tables, printed judging forms, name cards, prizes and certificates as one event-day pack. Put certificates in performance order if names are already confirmed, and keep blank copies for late changes.
Allow a dedicated setup window for the stage sections, stage steps, audience chairs, jury tables and signage. Open the venue early enough to check deliveries, build the stage and run a complete sound check before guests arrive.

Frequently asked questions

How far in advance should I plan a talent show?: Set the date and venue at least 6 to 8 weeks ahead when possible. Open performer registration early, then reserve the final 7 to 10 days for processing entries, confirming the running order and sending instructions.
When should talent show registrations close?: Close registrations at least 10 to 14 days before the show. This gives you time to review entries, collect music and dietary information, assign judges and create a workable programme.
How much setup time does a talent show need?: Plan for at least 3 hours at the venue when you need to build a stage, place audience and jury seating, test sound and check deliveries. Add more time if several acts use different equipment or instruments.
What should I check before a talent show starts?: Check the stage and steps, seating, power, speakers, mixing desk, wireless microphones, music laptop and every performance track. Finish this check at least 30 minutes before doors open so you still have time to fix problems.

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.