Variety show checklist: what to arrange and when
A variety show depends on timing: performers need clear instructions, the technical crew needs tested files and equipment, and guests should know where to go. Start with the theme and programme, then collect registrations, dietary requirements and performance details before building the running order. In the final hours, focus on sound, microphones, lighting, the stage area, food and drinks. This checklist keeps the preparation in sequence so small missing details do not delay the first act.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the theme and program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Inventory performances
2 people
Schedule performances
2 people
Assign hosts
2 people
Collect music for the performances
2 people
Reserve the technical setup and room
Print the run sheet
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Sort decorations
2 people
Check performances technically
2 people
Check the space and toilets
2 people
Set up tables and chairs
4 people
Clear the stage area
3 people
Hang background and decorations
3 people
Connect lighting and power
2 people
Set up the sound system
3 people
Test microphones
2 people
Prepare music files
2 people
Set up the buffet and drinks table
3 people
Prepare snacks
4 people
Set out dishes and cups
2 people
Event
Welcome performers
2 people
Do the final sound check
2 people
Welcome guests
3 people
Serve drinks and snacks
4 people
Open talent show night
2 people
Announce performances
2 people
Operate music and sound
2 people
Refill drinks
2 people
Refill snacks
2 people
Supervise the break program
2 people
Deliver closing remarks and thanks
2 people
See guests off safely
2 people
Aftercare
Clear away food and drinks
3 people
Take down the sound system
3 people
Take down the decorations
3 people
Clear tables and chairs
4 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Check borrowed items
2 people
Return borrowed items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 60
- Buffet tablesqty 2
- Clothes racksqty 2
- Stoolsqty 4
Tableware
- Reusable platesqty 70
- Reusable cupsqty 100
- Coffee cupsqty 50
- Cutlery setsqty 70
- Serving plattersqty 12
- Serving tongsqty 6
- Coffee potsqty 3
Equipment
- Active speakersqty 2
- Wireless microphonesqty 2
- Microphone standsqty 2
- Mixer
- Laptop
- Projector
- Projection screen
- Extension cordsqty 6
- Power stripsqty 6
- Coolersqty 4
Decorations
- Balloonsqty 100
- Buntingqty 12
- Backdrop cloth
- Themed lightsqty 4
- Tableclothsqty 10
- Name badgesqty 70
- Tapeqty 4
- Ropeqty 2
Kitchen
- Cutting boardsqty 3
- Chef's knifeqty 2
- Measuring cupsqty 2
- Scissorsqty 3
- Serving spoonsqty 6
Lighting
- LED spotlightsqty 4
- Cable traysqty 6
Cleaning
- Waste binsqty 4
- Bucketsqty 3
- Mopsqty 3
- Dustpan and brushqty 2
- Spongesqty 6
- Rubber glovesqty 6
- Hand soap dispensersqty 3
Catering
- Groceries
Tips
- Set a firm deadline for performance details and music files at least 7 days before the show. Ask each performer for their act length, setup needs and final audio file so the running order can be printed accurately.
- Test every microphone, speaker, mixer input and music file in the actual room before guests arrive. Allow at least 60 minutes for this check, especially if several performers bring different playback formats.
- Keep the stage area clear and place the backdrop, themed lights and decorations before setting out guest seating. Leave a clear route for performers and keep extension cords and power strips taped down.
- Prepare the buffet and drinks table before doors open, including reusable plates, cups, serving utensils and chilled drinks. Plan roughly 2 to 3 drinks per guest for the first hour, then adjust for the length of the programme.
- Give hosts a printed run sheet with act order, performer names and transitions. Schedule a 5-minute buffer after every 3 to 4 acts so late entrances, microphone changes or technical problems do not shift the whole show.
Frequently asked questions
- How far in advance should I organise a variety show?
- Start 6 to 8 weeks before the event if several people are performing. Set the registration and dietary-requirement deadline 2 to 3 weeks before the show, and lock the running order at least 7 days ahead.
- How long should a variety show performance slot be?
- Allow 5 to 10 minutes per act, including applause and a changeover. Add a 5-minute buffer after every 3 to 4 performances so the programme can absorb small delays.
- When should I test the sound system for a variety show?
- Complete the full technical check on the event day at least 2 hours before guests arrive. Test both wireless microphones, each speaker, the mixer, the laptop and every prepared music file in performance order.
- How many drinks do I need for a variety show?
- For the first hour, plan on 2 to 3 drinks per guest, then allow about 1 drink per person for each additional hour. Chill the drinks before setup and keep extra cups and serving supplies at the drinks table.
Start this plan in Lizzt
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