Variety show checklist: organise the event in the right order

A variety show depends on many short performances fitting together without delays. Start by fixing the venue and date, then build the programme around confirmed performers, technical needs and running times. Invitations and registrations come next, followed by catering, tickets and printed materials. In the final days, check the stage layout, music files, lighting, microphones and artist briefing against the run sheet.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the venue and date
2 people
Create the performance program
3 people
Contact performers
2 people
Confirm performers
2 people
Record performances and times
2 people
Gather technical requirements
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
2 people
Determine catering quantities
2 people
Reserve technical equipment and materials
2 people
Develop the run sheet
2 people
Write presentation texts
2 people
Gather music files
2 people
Create lighting plan
2 people
Determine stage layout
2 people
Create the room layout
2 people
Prepare admission tickets
2 people
Print program leaflets
Make name badges
2 people
Check the shopping list
2 people
Check tableware stock
2 people
Send artist briefing
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Label catering by dietary requirement
2 people
Bring materials to the venue
4 people
Open venue
2 people
Build stage sections
4 people
Set up hall chairs
4 people
Set up tables for reception
2 people
Set up decor
3 people
Hang the backdrop
3 people
Set up lighting equipment
3 people
Connect sound equipment
3 people
Test microphones
2 people
Test music and cues
2 people
Finish the stage safely
2 people
Set up the catering buffet
3 people
Set up the drinks buffet
2 people
Check toilets
Set up entrance and wayfinding signs
2 people
Welcome performers
2 people
Set up artist room
2 people
Lay out costumes and props
3 people
Run a full rehearsal
8 people
Brief crowd guides
2 people
Set up the cash register and entrance
2 people

Event

Welcome the audience
4 people
Hand out program brochures
2 people
Manage the cloakroom
2 people
Open the show
2 people
Assist with the first program section
4 people
Refill drinks
2 people
Carry out stage changes
4 people
Open the break buffet
3 people
Serve snacks
4 people
Restock break buffet
2 people
Guide the audience back to the hall
3 people
Guide the second program segment
4 people
Refill drinks
2 people
Announce the final
2 people
Thank the performers
2 people
Guide the audience to the exit
4 people
Manage coat check
2 people
Serve farewell drinks
3 people
Check out artists
2 people
Store leftovers safely
2 people

Aftercare

Collect tableware
3 people
Separate waste
3 people
Take down buffet tables
3 people
Dismantle stage decor
4 people
Take down lighting equipment
3 people
Tear down audio equipment
3 people
Clear away chairs and tables
4 people
Clean the hall and foyer
4 people
Clean the restrooms
2 people
Collect lost and found items
2 people
Load materials
4 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Return clothing and props
2 people
Handle outstanding payments
2 people
Send thank-you messages

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 150
Tablesqty 10
Folding chairs for performersqty 12
Coat racksqty 4
Clothes hangersqty 150
Stoolsqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
DI boxesqty 2
Laptop for music
Spare laptop
USB sticksqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffa tapeqty 6
Cable traysqty 8
Cable tiesqty 100

Lighting

LED spotlightsqty 8
Theatre spotlightsqty 4
Light standsqty 4
Light controller
Mood lightingqty 6

Decorations

Backdrop cloth
Decorative curtainsqty 4
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Stage props
Decorative vasesqty 8
Artificial flowersqty 24

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 180
Pastry forksqty 180
Cutlery setsqty 180
Serving traysqty 16
Small bowlsqty 20
Pitchersqty 10

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Storage binsqty 12
Serving tongsqty 8

Catering

Drink dispensersqty 4
Menusqty 12
Diet labelsqty 30
Cash drawer
Payment terminal
Card boxqty 2
Program leafletsqty 160

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Toilet brushesqty 4
First aid kit

Groceries

Groceries

Tips

Confirm each performer’s act length, arrival time and technical requirements before you publish the programme. Leave a few minutes between acts for entrances, exits and microphone changes.
Create the run sheet with exact clock times, not only an order of acts. Include doors opening, introductions, breaks, catering service and the final act so staff know when every transition happens.
Check the sound setup at least one day before the show. Test the mixer, wireless microphones, DI boxes, speakers and the laptop used for music, then keep a spare laptop and USB sticks ready.
Plan the stage and audience layout before furniture arrives. Count stage sections, steps, chairs and performer seating, and mark cable routes with cable trays, ties and gaffa tape to keep walkways clear.
Send the artist briefing no later than 48 hours before the event. Include arrival instructions, the confirmed running order, soundcheck times, dressing or waiting areas and who handles last-minute changes.

Frequently asked questions

How far in advance should I organise a variety show?: Set the venue and date at least 8 to 12 weeks ahead if several performers are involved. Aim to have the programme and main technical requirements confirmed 4 weeks before the show, leaving the final week for printing, rehearsals and checks.
How do I make a run sheet for a variety show?: List every act with its start time, duration, presenter text and technical changeover. Add doors opening, registration, breaks and a 3- to 5-minute buffer after each few acts so one delay does not affect the whole programme.
What sound equipment does a variety show need?: The exact setup depends on the acts, but check speakers, a mixer, microphones, stands, DI boxes and a music laptop for every programme item. Prepare at least one backup playback method and test all connections before performers arrive.
When should I send variety show invitations?: Send invitations about 4 to 6 weeks before the event and set the registration deadline around 10 to 14 days before it. Use the final registration count to confirm catering quantities, seating and any dietary requirements.

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.