Variety show checklist: what to arrange and when

A variety show needs more coordination than a normal gathering because every performance depends on the next one being ready. Confirm the date and venue first, then build the programme, register acts and collect dietary requirements. In the final week, check music files, presentation notes and technical equipment rather than assuming everything will work. On the day, allow time for access, stage assembly, sound checks, seating and refreshments 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
Compile program
2 people
Register performances
2 people
Process registrations
2 people
Collect dietary requirements
Send invitations
2 people
Send reminder
Confirm performances
2 people
Gather music files
2 people
Check music files
2 people
Write presentation texts
2 people
Brief the hosts
2 people
Make reservations
Create a shopping list
2 people
Do the shopping
2 people
Test equipment
2 people
Arrange keys and access
Clear the stage area
3 people
Set up tables
3 people
Set up chairs
4 people
Set up the stage
4 people
Connect sound equipment
3 people
Set up lighting equipment
3 people
Hang decorations
3 people
Put up the information board
Set up the cloakroom
2 people
Chill drinks
2 people
Set up the buffet
3 people
Prepare snacks
3 people
Set out tableware
2 people

Event

Guide arrivals
3 people
Welcome guests
2 people
Open the program
2 people
Announce performances
2 people
Operate the music
2 people
Operate lighting
Guide the performances
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Announce break
Close the program
2 people
See off guests
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
3 people
Dismantle the stage
4 people
Put furniture back
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Check toilets
Collect lost and found items
Inventory 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

Chairsqty 70
Tablesqty 10
Stage sectionsqty 6
Clothes racksqty 2

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage lightsqty 4
Mood lightingqty 4

Tableware

Reusable glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 3
Thermos flasksqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Program postersqty 6
Name badgesqty 80

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 10–14 days before the show. This gives you time to process entries, confirm each performance and build a programme with realistic changeover time.
Ask performers for music files at least 7 days in advance, then test every file on the laptop and sound system. Keep a backup copy available in case a file will not open on the day.
Schedule equipment testing before the room is decorated. Check speakers, microphones, stands, mixer, extension cords, power strips and stage lights together, because a missing connection can delay the entire programme.
Plan the room from the stage outward: clear the performance area, assemble the stage, place chairs and tables, and leave safe cable routes. Arrange keys and venue access early enough for setup before the audience arrives.
Prepare refreshments around the audience flow, not just the shopping list. Set out reusable glasses, coffee cups, plates and cutlery, and keep coolers, ice and thermos flasks ready before the first interval.

Frequently asked questions

How far in advance should I organise a variety show?: Start at least 6–8 weeks before the event. Confirm the date and location first, then allow 2–3 weeks for registrations and enough time to compile and confirm the programme.
When should performers submit their music files?: Set the deadline 7 days before the variety show. Check each file within 2–3 days of receiving it and contact performers immediately if a format or track is missing.
How long before the show should the stage and sound be set up?: Allow at least 3 hours for access, stage sections, speakers, microphones, mixer, lighting and seating. Reserve the final 30 minutes for a complete sound and performance check.
How many chairs should I prepare for a variety show?: Prepare one chair per expected audience member, plus 5–10% extra if the room allows. Keep a few seats available for performers or guests who arrive after the programme has started.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.