Pageant Director's Checklist

By Kirsten Hancock — Owner & Operator of Pageant Emporium & Tiara Connection

A free resource to help new pageant directors run a smooth, stress-free event. Print it out or save it for reference.

I've often been asked by new pageant directors if there is a checklist or guide available that will help ensure a pageant runs smoothly. Therefore, I've come up with a general event checklist to help save some money and headaches for new directors.

First — recruit volunteers! There are several people who love to be involved in exciting events, and you'll need a crew to assist you with all of the tasks involved.

Volunteer Roles to Fill

Emcee(s)

Someone to announce contestants, introduce judges, and interact with the audience. Consider enlisting 2 individuals for this role.

Auditor(s)

Someone to tabulate scores. Have 2 auditors for checks and balances. Place them at the end of the judges' table so they can tally scores during the event.

Judges

Assign one person (the most experienced judge) as "head judge." This judge ensures all scores are turned in to the auditor(s) after each pass.

Sound / Lighting Tech(s)

A person or people to run the sound, lighting, and AV equipment.

Backstage Hostesses

Ladies who keep tabs on the lineup and make sure each contestant knows when she is supposed to be backstage on time.

Runner

The line of communication between the Emcee and the Judges' table. Judges sometimes need more time and the Emcee may need to stall.

Assistant

Someone to assist at check-in, manage the front desk, and help keep track of funds and bookkeeping.

Queens to Help with Crowning

Reigning queens or volunteers to assist with the crowning ceremony.

Photographer / Videographer

To capture the event for contestants, families, and promotional use.

If your event has several categories, you may need separate judging panels — some pageants have judges for live events and another set for photogenic categories.

Pageant Prep Checklist

Order prizes approx. 3 weeks prior to the event (4–6 weeks if ordering custom items).
Follow up with volunteers approx. 2 weeks prior, then again in a week. Follow up again 2 days prior.
Get the script to the Emcee approx. 1 week prior to the event.
Order stage set.
Create numbers for the contestants to wear on stage.
The night prior: make sure the stage set is up, marked with X's, and the sound/lighting techs have everything ready.
If contestants turn in music at check-in, make sure CDs are labeled with contestant's name, number, and track number.
Make sure the sound tech(s) bring at least 2 microphones (1 for Emcee, 1 for performers).
If possible, set up prizes the night before — sashes, trophies, and crowns in order for easy crowning.
If you have a program, include bios for the judges.

Pageant Day Checklist

Pens

Paper

Tape

Scissors

Safety Pins

Prizes and Awards

Score Sheets (enough copies for all judges + a Master score sheet for auditors)

Gifts for volunteers

Meal passes or snacks/beverages/lunch items for volunteers

Copies of the lineup for the hostesses

Backstage passes

Copies of the script for sound/lighting tech, hostesses, assistant, runner, etc.

Cash box with change

Calculator (1 for assistant, 1 for each auditor)

Outline for Judges' Briefing (scoring factors, rules, etc. — provide in writing at the judges' tables)

It is a lot of work to put a pageant together! Most seasoned directors will tell you that they learned through trial and error. I hope some of the info above will help new directors avoid some potential stressors.

— Kirsten Hancock, Pageant Emporium & Tiara Connection

Need prizes, sashes, tiaras, scepters, or director pins for your event?