Talent Show Checklist and Planning Guide

A talent show needs more than a running order and a microphone. You need to confirm performers, collect technical requirements, brief presenters and judges, and test every audio connection before guests arrive. This checklist covers the practical work from confirming the venue through serving refreshments and printing audience information. Follow it in sequence so missing music files, unclear judging criteria or untested equipment do not delay the first act.

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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
Select performances
3 people
Invite performers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm performances
2 people
Gather technical requirements
2 people
Set the performance order
2 people
Arrange presenters
2 people
Invite the judges
2 people
Set up jury criteria
2 people
Order prizes
Gather music files
2 people
Put together playlist
Make reservations
Order catering
2 people
Do the shopping
3 people
Check materials
2 people
Test the equipment
2 people
Print the program
Make name badges
2 people
Print audience information
Determine the stage placement
2 people
Set up tables
4 people
Set out chairs
4 people
Set up the stage
4 people
Set up the sound system
3 people
Set up lighting
2 people
Hang decorations
3 people
Set up the entrance
2 people
Set up the cloakroom
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up the jury table
2 people
Lay out prizes

Event

Welcome performers
2 people
Register the artists
2 people
Welcome the audience
3 people
Distribute program
2 people
Manage the cloakroom
2 people
Give the opening speech
Announce performances
Prepare the performers
2 people
Operate microphones
2 people
Play music
Coordinate stage changes
2 people
Collect jury scores
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect waste
2 people
Inform the audience
Announce break
Announce the winners
2 people
Deliver the thank-you speech
See the crowd off
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Dismantle the stage
4 people
Pack audio equipment
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
4 people
Check toilets
2 people
Dispose of waste
2 people
Collect lost and found items
Check materials
2 people
Return borrowed items
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Clothes racksqty 2
Judges' table
Presentation table
Stage sectionsqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
Laptop
Audio cablesqty 10
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Music standsqty 6
USB stickqty 2

Lighting

LED spotlightsqty 6
String lightsqty 4
Batteriesqty 24

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 8
Small bowlsqty 20
Serving boardsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Scissorsqty 3
Measuring cupsqty 2
Serving tongsqty 6
Washing-up tubsqty 3
Bottle openersqty 4

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 10
Tableclothsqty 12
Stage curtainqty 2
Name badgesqty 140
Pensqty 30
Prizesqty 3
Vouchersqty 3

Cleaning

Waste binsqty 8
Floor squeegeesqty 2
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Toilet brushesqty 2

Catering

Groceries

Tips

Set the programme before sending invitations, then leave room for transitions between acts. Allow at least 5 minutes for each changeover if performers need different microphones, instruments or playback files.
Collect every performer’s technical requirements with their registration. Ask for music files, input needs and setup time no later than 7 days before the show, then test the files on the event laptop.
Fix the performance order after confirmations are complete and give presenters a printed copy. Keep one backup copy on a USB stick in case the laptop or playback connection fails.
Test the mixer, speakers, wireless microphones, stands, DI boxes and cables before guests arrive. Mark cable runs with gaffer tape and check spare batteries for every wireless microphone and light.
Finish catering quantities only after collecting dietary requirements. Set up the jury table, presentation table and audience seating before the technical check so furniture does not block cables or the performance area.

Frequently asked questions

How far in advance should I organise a talent show?: Start planning at least 6 weeks before the event. Confirm the date and venue first, send invitations next, and aim to lock the performers, judges and programme 7 days before the show.
How do I organise the running order for a talent show?: Create the first programme once performers have been selected, then confirm the final order about 7 days before the event. Group acts by setup needs and allow roughly 5 minutes between acts for changes.
When should I test the sound equipment for a talent show?: Complete a full sound check on the event day before doors open, with enough time to test every microphone, music file and speaker connection. Collect technical requirements at least 7 days beforehand so missing cables or DI boxes can be arranged.
What should I print for a talent show?: Print the programme, performer or jury information, audience guidance and name badges before the event day. Prepare at least one spare copy of the running order for each presenter and keep a backup programme with the organiser.

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.