Ballet festival checklist: what to arrange and when

A ballet festival involves more than booking a room and collecting performances. You need time to confirm participating groups, build the programme, process registrations and test every music file before the event. The final setup also includes ballet barres, mirrors, clothing racks, seating, signage and catering equipment. Use this checklist to keep artist information, volunteer schedules and front-of-house details moving in the right order, without leaving printing, dietary requirements or technical checks until the last day.

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The plan, step by step

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

Preparations

Confirm festival date
Record participating groups
2 people
Compile program
2 people
Reserve the venue and room layout
Collect artist information
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Gather music files
2 people
Test music files
2 people
Write presentation texts
Design program booklet
Print program booklets
2 people
Prepare name badges
2 people
Create the artist lineup
2 people
Determine catering quantities
2 people
Check the shopping list
Do the shopping
3 people
Setting up shelf-stable catering
2 people
Check decorations
Test the equipment again
2 people
Label clothing racks
2 people
Fill coolers
2 people
Open venue
2 people
Clean the hall and foyer
4 people
Set up chairs
4 people
Set up tables
3 people
Set up ballet barres
3 people
Set up changing rooms
3 people
Set up equipment
3 people
Test music playback
2 people
Test lighting settings
2 people
Hang up decorations
3 people
Set up the reception desk
2 people
Prepare registration lists
Build the catering buffet
3 people
Prepare coffee and tea
2 people

Event

Welcome performers
3 people
Register performers
2 people
Welcome the audience
4 people
Hand out program booklets
2 people
Manage the cloakroom
2 people
Give the opening speech
Announce performances
Start music for each performance
2 people
Line up the performers
2 people
Guide to the changing rooms
2 people
Announce break
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Answer audience questions
2 people
Deliver the closing speech
See the audience out
3 people
See off the artists
2 people
Finish coat check
2 people

Aftercare

Collect tableware
3 people
Take down the buffet
3 people
Switch off equipment
2 people
Dismantle ballet barres
3 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Clean the room
4 people
Clean changing rooms
3 people
Dispose of waste
2 people
Gather borrowed materials
2 people
Check materials
2 people
Return materials
2 people
Sort lost and found

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 10
Tall cocktail tablesqty 6
Clothes racksqty 6
Ballet barresqty 4
Mirrorsqty 4
Coat racksqty 4
Bollardsqty 12
Tableclothsqty 10

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 100
Platesqty 150
Dessert platesqty 120
Forksqty 150
Knivesqty 150
Spoonsqty 120
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 16
Serving traysqty 12
Sugar bowlsqty 4
Milk jugsqty 4

Decorations

Ballet postersqty 12
Fabric backdropsqty 3
Flower arrangementsqty 8
Table décorqty 10
Welcome sign
Program standsqty 4
Wayfinding signsqty 10

Equipment

Laptopqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio cablesqty 6
USB sticksqty 4
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Cable matsqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 10
Spare batteriesqty 24

Kitchen

Kettlesqty 3
Coffee machinesqty 3
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 4
Scissorsqty 6
Measuring cupsqty 3
Serving tongsqty 8
Ice packsqty 24
Labelsqty 200
Markersqty 20

Cleaning

Waste binsqty 12
Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 30
Toilet brushesqty 4
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set the programme deadline before printing anything. Collect artist information and confirm the lineup first, then allow at least 7 days to proof and print programme booklets and prepare name badges.
Test every music file twice: once when it is submitted and again during the venue setup. Keep the final tested files together so the running order does not depend on finding tracks at the last minute.
Ask for dietary requirements when registrations open, not during the final week. Use the confirmed count to calculate catering quantities before checking the shopping list and buying supplies.
Plan the room around movement as well as seating. Leave clear access around the ballet barres, mirrors and clothing racks, and label each rack before performers arrive.
Finish front-of-house setup before the first group checks in. Put out the welcome sign, wayfinding signs, programme stands and name badges, then fill coolers and arrange shelf-stable catering.

Frequently asked questions

How far in advance should I start planning a ballet festival?: Start at least 8 to 12 weeks before the festival date. This gives you time to reserve the venue, confirm participating groups, open registration, collect artist information and build the programme before printing.
When should ballet festival registration close?: Close registration at least 2 weeks before the event. You need that time to process entries, collect dietary requirements, create the artist lineup, schedule volunteers and calculate catering quantities.
When should I test the music for a ballet festival?: Test submitted music as soon as it arrives, then test all final files again during venue setup, ideally 1 day before the festival. This catches missing, incompatible or incorrectly ordered files while there is still time to replace them.
What should be ready on the morning of a ballet festival?: Have the room layout, barres, mirrors, seating, clothing racks, signs and programme stands in place before performers arrive. Finish name badges, coolers and catering setup at least 60 minutes before the first registration or performance time.

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