Variety show checklist: what to arrange and when

A variety show needs more than a list of acts. You also need a clear running order, reliable sound and projection, enough time for technical checks, and a room that can change quickly between performances. Start with the date, venue and programme, then manage registrations, performers, food and equipment in separate steps. This checklist takes you from the first booking to opening the hall, with particular attention to details that are often left until the last day.

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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

Reserve the room
Set the date and program
2 people
Create invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Register performances
2 people
Confirm performances
2 people
Print the run sheet
Gather music files
2 people
Assign hosts
2 people
Prepare quiz questions
2 people
Prepare game materials
2 people
Make name badges
Order catering
Check supplies
2 people
Check the shopping list
Do the shopping
2 people
Store chilled products
2 people
Test the equipment
2 people
Review the performances technically
3 people

Event

Open hall
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Hang up decorations
3 people
Set up lights and sound
3 people
Set up projector and screen
2 people
Set up buffet tables
3 people
Chill drinks
2 people
Prepare snacks
4 people
Lay out crockery and cutlery
2 people
Set up the registration table
2 people
Receive performers
2 people
Register participants
2 people
Welcome and give instructions
2 people
Open the buffet
2 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Guide the performances
2 people
Operate sound and lighting
2 people
Host the quiz
2 people
Serve the last round
2 people
Give a farewell and thank-you
2 people

Aftercare

Clear away food and drinks
3 people
Switch off equipment
2 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Put furniture back
4 people
Gather borrowed items
2 people
Return equipment
2 people
Store leftover groceries
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Platesqty 70
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Serving bowlsqty 12
Serving plattersqty 8

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 8
Confetti containersqty 8
Name badgesqty 70
Sticky tackqty 4
Balloon pumpqty 2

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
String lightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 8
Cake serversqty 2
Bottle openersqty 3
Thermos flasksqty 4

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Include the expected length of each performance and leave at least 5–10 minutes between longer acts for introductions, changes and technical adjustments.
Ask for dietary requirements when registrations are processed, not when catering arrives. Place the final catering order several days before the show and keep chilled products refrigerated until setup.
Collect music files and presentation content before the technical rehearsal. Test every microphone, speaker, mixer, laptop, projector, screen and extension lead with the actual files you will use.
Print the running order and prepare name badges before the doors open. Keep one copy with the host, one near the technical equipment and one backstage so timing does not depend on a single person.
Open the hall early enough to set tables and chairs, clear the stage, hang decorations and check lighting. Allow at least 60–90 minutes for room setup, followed by a separate technical check before guests arrive.

Frequently asked questions

How far in advance should I organise a variety show?: Book the room and set the date at least 8–12 weeks ahead. Send invitations once the basic programme is known, then leave the final 1–2 weeks for confirming performers, catering numbers and technical details.
How long should a variety show programme be?: Plan each act with its introduction, performance and changeover time included. A practical programme has a 5–10 minute buffer after every few acts and usually needs a short interval once the total running time reaches about 90 minutes.
When should I ask performers for their music files?: Set a submission deadline at least 7 days before the show. Test the files during the technical review, because replacing an incompatible file on the event day can delay the programme.
How early should I set up the variety show venue?: Arrive 2–3 hours before guests if the room needs furniture, decorations, catering and stage preparation. Finish the sound, microphone, projection and lighting test at least 30 minutes before doors open.

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