Talent show checklist: from first sign-up to final applause

A talent show needs more than a stage and a microphone. You need a clear programme, confirmed performers, reliable music files and enough people to keep registration, judging and the running order moving. Start by fixing the date and venue, then work through registrations, performance selection and technical checks. This checklist also covers the details people often leave too late, such as dietary requirements, jury forms, directional signs and chilling drinks before guests arrive.

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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 schedule
2 people
Create registration form
Approach jury members
2 people
Book host
Arrange music support
2 people
Recruit volunteers
2 people
Send invitations
2 people
Post promotion online
2 people
Hang posters
2 people
Process registrations
2 people
Confirm participants
2 people
Collect dietary requirements
Select performances
4 people
Schedule performances
2 people
Gather music files
2 people
Gather technical requirements
2 people
Make jury forms
Print the run sheet
2 people
Send participant information
2 people
Confirm reservations
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Check the venue
2 people
Prepare the registration list
Load the tech
3 people

Event

Open venue
2 people
Set up the stage
4 people
Set up audience seating
3 people
Set up judges' table
2 people
Connect the sound system
3 people
Connect the lighting system
2 people
Test microphones
2 people
Test music files
2 people
Set up backstage
3 people
Hang up decorations
3 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Give the jury briefing
2 people
Receive participants
3 people
Register participants
2 people
Quickly review the performances
2 people
Welcome the audience
4 people
Register entry
2 people
Host the opening
Guide the performances
4 people
Play music
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Clear buffet
2 people
Collect jury scores
2 people
Announce finalists
Lead the final
4 people
Determine winner
4 people
Support awards ceremony
3 people
Present closing
See the audience out
3 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Dismantle furniture
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the venue
4 people
Pack equipment
3 people
Lock up the venue
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Send thank-you message

What to bring

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

Furniture

Stage sectionsqty 6
Judges' table
Buffet tablesqty 4
Registration desk
Chairsqty 120
Stoolsqty 6
Clothes racksqty 2

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
String lightsqty 4
Lighting extension cordsqty 4

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 8
Backdrop
Tableclothsqty 8
Directional signsqty 8
Sticky tackqty 4

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Tea glassesqty 80
Serving plattersqty 12
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice bucketsqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Tongs and spatulasqty 6
Dishpanqty 2
Water jugsqty 6
Drink dispensersqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Paper goods

Jury formsqty 40
Program leafletsqty 150
Name stickersqty 150
Registration formsqty 80
Pensqty 30
Clipboardsqty 10

Prizes

Trophy
Medal ribbonsqty 3
Gift vouchersqty 3

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Store away

Plastic containersqty 12
Clothing coversqty 20
Transport cartsqty 2

Tips

Set the registration deadline at least 10–14 days before the show. That gives you time to select performances, schedule the running order and confirm each participant rather than chasing missing details during the final week.
Collect every performer’s music file and technical requirement as soon as their place is confirmed. Test the laptop, mixer, speakers, microphones and DI boxes before event day, not when the first act is waiting backstage.
Print at least two copies of the run sheet and jury forms. Keep one copy at the registration desk and one with the host or stage manager so a missing phone or dead laptop does not stop the programme.
Plan the room in separate zones: stage sections and performance space, judges’ table, registration desk, seating and buffet tables. Check cable routes and secure extension cords and power strips with gaffer tape before people enter.
Buy and chill drinks before guests arrive, and match reusable cups, plates, cutlery and coffee cups to the food and drink plan. Put directional signs up at the entrance, registration desk, toilets and performance area so volunteers do not have to answer the same question repeatedly.

Frequently asked questions

How far in advance should I organise a talent show?: Fix the date and venue at least 6–8 weeks ahead. Open registrations soon afterwards, with the deadline 10–14 days before the show so you can select acts and publish a workable programme.
How many volunteers do I need for a talent show?: Plan for at least 1 person at registration, 1 backstage or stage-side coordinator, 1 person handling sound and 1 general runner for a small show. Add one extra volunteer for roughly every 50 guests or 10–12 acts.
When should I collect music files from talent show performers?: Request music files immediately after confirming each performer, and set a final upload deadline 7 days before the event. Test every file and label it with the performer’s name and running-order number.
How early should performers arrive at a talent show?: Ask performers to arrive 60–90 minutes before the advertised start time. Use that window for registration, microphone or instrument checks, music-file checks and a short briefing on the running order.

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