Talent shows are a great way to raise money and bring the community together. Although they require a lot of time and dedication, they are fun and rewarding events, where the talents and skills of the participants are put on display. They are also an opportunity to interact with people from different backgrounds, from the performing arts, to public administration, to students.
Steps
Part 1 of 4: Organize the event
Step 1. Choose the type of talent you prefer
Decide if you want a contest or fundraising show. Choose the kind of performance you are looking for and whether it will be a challenge. Once you have decided, you can choose the most suitable venue and staff.
- If it's a challenge, set the prizes for the winners. Calculate a first, second and third place with corresponding prizes. Consider choosing a winner for each category.
- Create judgment criteria. If you have judges, create categories and a scoring system. For example, 20 points for originality, 20 for costumes … Create penalties for exceeding the maximum time, in order to maintain fairness in the competition.
Step 2. Establish your budget
Budget is the lifeline of your event. You will have to present it in one place, promote it and buy the equipment. Determine the size of your event and how much money you need to make it successful.
- Find sponsors to help you raise the necessary funds for the event and prizes.
- Registration fees and tickets will help pay off the initial investment.
- Set a spending limit for each category, such as promotion and rentals.
Step 3. Create an organizing committee
Bring together a group of community members - parents, shopkeepers, teachers… - and form a committee. The committee will help plan, promote and organize the talent show.
- An organizing committee will not only help take some of the pressure off you, but it will also be very helpful in handling any emergencies.
- Appoint a treasurer to keep track of your budget and expenses.
Step 4. Choose a place
Think about the size of the event. You want it to be large enough to accommodate everyone. If the event is small and the performers need little technical assistance, a small conference room is enough. Larger rooms require more advanced technical settings.
- Find a local school or theater available to host the event. If you work with someone who has a suitable job, contact the schedule manager.
- Don't forget the audience. Depending on the place you choose, you will need to provide enough seating. If you choose an empty salon, for example, you can choose between rows of chairs or tables to sit at.
Step 5. Choose a date
Plan the date as soon as possible. You want to make sure the place is available, and book it. Try to avoid date overlap with other big events your attendees are invited to. For example, if it is an event full of students, avoid exam periods.
Step 6. Create a support staff
You will need people to help you manage the event, and who are not engaged as performers or judges. You will need at least electricians and stage directors, sound and lighting technicians, and judges (in case of a challenge). Involve people from the community who want to help without wanting to show off.
- It is important to think about every aspect of your event. You will need people who set up everything, run the event, take care of the public and clean up at the end.
- Organize a technical training day. Some people with no experience may want to help with the technical aspects. A training day will help them gain experience to help you manage the event.
Part 2 of 4: The auditions
Step 1. Create an entry form
The modules take into account the participants, and at the same time dictate parameters and legal agreements. So you can organize attendees according to categories and keep track of technical needs. Indicates any event bans, such as nudity or fireworks, and specify them on the form.
- Make sure minor applicants have the form signed by their legal guardians.
- List talent categories so candidates can choose one.
- Add an entry fee to increase the value of the prizes and contribute to the costs of the event.
- Indicate when the rewards will be delivered.
Step 2. Promote auditions
Print flyers with date, time and place of the casting. Indicates the age range, the type of performance and the prizes. Specify the registration procedures.
- Specify the registration fee, if there is one.
- Indicates if it is necessary to show up in stage costumes.
- Provide contact details in case anyone has questions about their performance at your event.
Step 3. Find an audition venue
You need a place where everyone can perform at full volume with all the space they need. Choose a good time for both judges and candidates. For example, if judges work during the day or candidates go to school, arrange for auditions one evening during the week or on the weekend.
- Salons, dance schools or gyms are ideal places for auditions.
- Don't use someone's home. You will not be able to hold all the participants, and you will take home a lot of strangers. In case something goes wrong, the homeowner would be responsible for it.
- Make sure that the performers have an area to wait for their turn and review their performance.
Step 4. Ask candidates to sign on arrival
Prepare a welcome form. In this way you will keep track of how many people are present and you will be able to plan the times in the best possible way.
Step 5. Create a roadmap
The table will depend on how many have arrived and signed it. Let the performers know the time of each audition, so that they can come and go if necessary.
Step 6. Give a time limit
This way they all have the same minutes, and the schedule can be respected. Use a light or sound signal to notify candidates when time is up.
Part 3 of 4: Advertise your event
Step 1. Promote the show
You have to spread the word to have an audience! There are many ways to advertise. Print flyers with date, time and place of the event. Be sure to specify the performances present, to create expectation.
- Promote well in advance so people can get organized.
- If you know any good graphic designers, hire them! It can be a very inexpensive way to create professional flyers.
- Distribute flyers in universities, theaters and bars to attract not only spectators but performers as well.
- If you sell tickets, let them know where to buy them. If you sell tickets in advance or on the internet, be sure to specify this.
Step 2. Use the internet
Create a Facebook page, Twitter and Google+ account for your event. Send invitations and reminders on the date and time. Highlight artists to get people talking on social media.
Find a community member willing to create a site for the event with all the details. If you have the funds, hire someone to take care of it
Step 3. Provide a dedicated number
This number will be used to answer any questions from performers or spectators.
Ask the volunteers to answer the phone. Be sure to schedule schedules so volunteers aren't overly exploited
Step 4. Use word of mouth
Talk to all of your friends and invite them to do the same. The more excited you are, the more likely they are to tell others. It is one of the best and cheapest ways to promote your event.
Part 4 of 4: Managing the event
Step 1. Get everyone to arrive well in advance
Make sure that everyone arrives on site at least an hour and a half earlier. That way you have time to handle any big issues before the show starts.
- Use this time to review all the logistics of the event with the committee and volunteers.
- Make sure everyone is aware of the last minute changes.
- Create an emergency telephone line. Just buy a new card or use someone's phone for emergency calls. Keep this number separate from the information line. It will be dedicated only to late performers or who cancel the last one.
Step 2. Take a recon tour
Call technicians to make sure lights and sounds are working. Together with the stage manager, check that everyone has arrived and that they are behind the scenes preparing.
- Get the lights checked. Make sure you have spare parts in case of burnt out bulbs.
- Get the sound checked too. Keep spare cables and equipment aside in case of breakdowns.
- Make sure that the performers have everything they need for the show, such as musical instruments, computers, screens …
Step 3. Prepare the ticket office
Put a table at the entrance. Assign two volunteers at the ticket office. They will collect tickets from those who bought them in advance, and they will also sell them.
Arrange a crate with as much change as possible. Make sure the treasurer counts the money in the cashier before and after, to check that it matches the tickets sold
Step 4. Set up food kiosks
Decide what type of food to sell before the event. Packaged snacks require much less effort than hot dishes. If you want to serve hot dishes, you will have a lot more things to clean and prepare.
- Comply with local laws to avoid fines. You will most likely need professionals to take care of the food. You will also need to comply with fire safety regulations.
- Bring disposable cutlery and plates so you don't have to wash them later. Prepare areas for recycling.
- Bring cleaning accessories, such as rags and buckets to rinse them in. Add bleach to the water in the buckets to keep them clean.
- Get a separate crate for food as well.
Step 5. Start the show
Ask the host to start the show and introduce the performers. Allow yourself the luxury of enjoying the show, but be prepared to handle any questions or situations that may arise.
Make sure you have an announcer or a master of ceremonies who keeps the public's interest high between performances. In this way, people will always be involved and the technicians will have time to prepare the scene for the next performance
Step 6. Tidy up
Make sure you leave everything clean after the event. If you have volunteers, group them all together as people leave. The place of the event must be left in better condition than those in which you found it.
Divide into teams to clean individual areas. In this way, cleaning will be faster and more organized
Advice
- Be flexible. When you run an event like this, some performers or helpers may not be able to be there. Change the lineup if necessary. Find reservations for the most important positions, such as the Stage Manager or the Conductor.
- Give the performers some suggestions about lights, costumes and props, to make the show flow more smoothly.
- If you have judges, be sure to choose people with very broad experience. You want them to be proficient in the main categories - such as singing, dance and music - but also quite knowledgeable in general knowledge, such as sports. In this way, there can be not only expert opinions, but also aware ones about what they see on stage.
- Distribute similar performances throughout the duration of the show. You want the audience to stay focused.
- Create a digital mix or CD of performances with pre-recorded music. Make sure you have multiple copies, in case of unforeseen events.
- Consider canceling in case of rain or other unforeseen events. Find a date on which it is possible to postpone the event in case of cancellation of the first one.
Warnings
- Make sure you are in compliance with food administration laws. You risk a fine without having the necessary permits.
- Follow the rules of the place chosen for the event. You want to avoid paying bail or damages.
- Follow all safety rules. You don't want someone to get hurt at your event.
