Variety show checklist: from first booking to final applause

A variety show needs more than a list of performers. You also need a clear running order, working microphones, music ready to play, and enough time to turn the hall into a welcoming venue. Start with the date, location and invitations, then lock down registrations, dietary requirements and every performance. On the day, allow time for sound checks, lighting, seating, refreshments and a short run-through before guests arrive.

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

Confirm date and location
Reserve hall and materials
Send invitations
2 people
Process registrations
Collect dietary requirements
Record the schedule and performances
2 people
Assign presenter
Collect performances and music
2 people
Test equipment and microphones
2 people
Create final guest list
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Open hall
2 people
Set up tables and chairs
4 people
Clear the stage area
2 people
Connect sound equipment
2 people
Hang lighting
2 people
Hang decorations
3 people
Set up the buffet and drinks table
3 people
Briefly run through performances
3 people
Set up entrance and cloakroom
2 people

Event

Welcome guests
3 people
Open the program
Serve coffee and tea
3 people
Support first performances
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce break
Restock the buffet
3 people
Support the second performances
2 people
Serve hot snacks
3 people
Present the evening program
Provide music
Announce the final round
See off guests
2 people

Aftercare

Pack leftover food
2 people
Collect tableware and glasses
3 people
Sort and dispose of waste
2 people
Turn off the sound equipment
2 people
Remove decorations and lighting
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the room
3 people
Check and store the materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Coat rackqty 2
High tablesqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Mixer
Laptop
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

LED spotlightsqty 4
String lightsqty 4

Decorations

Buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Stage backdrop
Name badgesqty 80

Tableware

Glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 6

Cleaning

Washing-up basinsqty 6
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner
Toilet brushesqty 2

Catering

Groceries

Tips

Set the performance schedule at least 7 days before the show. Collect each act’s music, running time and technical needs, then give the presenter one final running order.
Test the mixer, active speakers, wireless microphones and laptop before guests arrive. Allow at least 60 minutes for setup and sound checks, including a test of every microphone.
Plan the room around the stage area first. Leave clear access for performers, keep cable mats over extension cords and power strips, and place tables and chairs so the audience can see the stage.
Buy and chill drinks no later than the day before. For the first hour, allow around 2 to 3 drinks per guest, then add coffee, tea, glasses and serving items for the rest of the programme.
Close registrations 3 to 5 days before the show and create the final guest list. Use it to check dietary requirements, prepare name badges, plan seating and confirm how much food and tableware you need.

Frequently asked questions

How far in advance should I organise a variety show?: Start 6 to 8 weeks ahead if several people are performing. Confirm the hall and date first, send invitations early, and collect the final programme and dietary requirements during the last week.
How long does it take to set up a variety show?: Allow 2 to 3 hours for the full room setup, including tables, chairs, decorations, buffet, stage area, sound equipment and lighting. Reserve another 30 to 45 minutes for a performance run-through.
How many microphones do I need for a variety show?: Plan at least 2 microphones for a show with a presenter and performers, plus microphone stands where needed. Test each microphone through the mixer and speakers before doors open, ideally 60 minutes in advance.
When should I prepare food and drinks for a variety show?: Buy shelf-stable supplies 1 to 2 days beforehand and chill drinks the day before. Prepare snacks close to opening time, then set out coffee, tea and the buffet after the main room and equipment checks are complete.

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.