Talent show checklist and planning guide

A talent show needs more than a stage and a list of performers. You need a clear running order, confirmed technical requirements, judges, a host and enough time for setup and sound checks. This checklist takes you from choosing the date and opening registrations to preparing the room, welcoming participants and running the show. It also helps you catch details that are often left until the last minute, such as dietary requirements, printed judging forms and backup copies of the programme.

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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

Set the date and program
2 people
Reserve the venue and room layout
2 people
Publish registration form
Send invitations
2 people
Hang promotional posters
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm performances and participants
2 people
Invite the judges
Book host
Gather technical requirements
2 people
Schedule the performances
2 people
Prepare jury forms
Print the run sheet
Send participant information
Book catering
Check the equipment
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Remind participants

Event

Open hall
2 people
Set up stage sections
4 people
Set up audience seating
4 people
Set up the jury table
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up lighting equipment
2 people
Hang the backdrop and decorations
3 people
Set up entrance and registration
2 people
Set up catering tables
3 people
Set out coffee and tea
2 people
Set out snacks
3 people
Hand out jury sets
Perform the technical sound check
3 people
Test lighting settings
2 people
Receive participants
3 people
Briefly run through performances
3 people
Welcome the audience
3 people
Present Program
Guide the performances
3 people
Start and stop music
Swap microphones
Collect judging forms
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Answer audience questions
2 people
Announce the winner
3 people
Present prizes
2 people
Let the audience out
3 people

Aftercare

Remove decorations
3 people
Switch off equipment
2 people
Dismantle audio equipment
3 people
Dismantle lighting equipment
2 people
Dismantle the stage and chairs
4 people
Wash dishes
3 people
Clear catering tables
2 people
Collect waste
3 people
Clean the room
4 people
Check materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Organize photo and video files
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Audience chairsqty 120
Foldable tablesqty 12
Jury tablesqty 2
High tablesqty 6
Clothes racksqty 2
Coat racksqty 2

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Laptop for music
USB sticksqty 3
Presentation timer
Power banksqty 4
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED spotlightsqty 6
Light standsqty 2
String lightsqty 4
Battery lampsqty 8

Decorations

Backdrop cloth
Balloon archesqty 2
Balloonsqty 150
Buntingqty 8
Stage starsqty 12
Welcome sign
Program boardsqty 4
Tableclothsqty 14

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Small bowlsqty 18
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 18
Serving traysqty 6
Pliersqty 8
Ice packsqty 24
Thermos flasksqty 6

Cleaning

Broomsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 3
Dustpan and brushqty 3
Cleaning cart

Other

Registration sign
Name badgesqty 150
Pensqty 30
Jury formsqty 150
Prizesqty 3
Certificatesqty 20
Wristbandsqty 150
Measuring tape
Duct tapeqty 6
Cable tiesqty 100
Scissorsqty 6
Markersqty 12

Catering

Groceries

Tips

Close registrations early enough to confirm every act and build a realistic running order. Send each participant their performance time, arrival instructions and technical requirements before the event day.
Schedule a technical check before the audience arrives. Test the active speakers, subwoofers, mixing desk, wireless microphones, DI boxes, cables and laptop or USB music playback with the actual equipment.
Leave room in the programme for changeovers between acts. A singer, dance group and act using a different microphone setup will not all need the same preparation time, so avoid running performances back-to-back without gaps.
Prepare separate information for performers, judges and the host. Judges need printed scoring forms, while the host needs the running order, pronunciation notes and clear signals for introductions and transitions.
Set up the room in zones: podium and backstage access, audience seating, jury tables, participant waiting area and refreshments. Check power runs before placing chairs, tables, lighting stands or decorative items so cables do not become a trip hazard.

Frequently asked questions

How far in advance should I organise a talent show?: Start planning at least 6 to 8 weeks before the event. Publish registrations early, then use the final 2 weeks to confirm performers, judges, technical needs, catering and the running order.
How long should a talent show performance slot be?: Allow around 5 minutes per act, plus 2 to 5 minutes for introductions and changeovers. For 20 acts, plan roughly 2.5 to 3 hours rather than scheduling only the performance minutes.
When should talent show participants receive the programme?: Send the confirmed running order and arrival instructions at least 7 days before the show. Send a reminder again 24 to 48 hours beforehand, especially if participants need to bring music or special equipment.
How early should I arrive to set up a talent show?: Allow at least 3 hours before the audience arrives for podium assembly, seating, sound, lighting, decoration and a technical check. Open the room earlier if several acts need individual sound checks.

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.