Contemporary dance performance checklist

A contemporary dance performance depends on more than booking dancers and opening the doors. You need the venue, programme, ticketing, technical setup and audience information to line up in the right order. Confirm the company’s technical requirements before promoting the event, and leave enough time for a full rehearsal in the actual hall. This checklist also covers often-late details such as dietary requirements, printed materials, route information, catering and the final stage and floor inspection.

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

Reserve the room
Set the performance date
2 people
Confirm the dance group
Gather technical requirements
2 people
Compile program
2 people
Open ticket sales
Send invitations
2 people
Publish promotional text
Distribute posters
3 people
Process registrations
Collect dietary requirements
Order catering
Schedule volunteers
2 people
Plan the technical rehearsal
2 people
Share route directions
Check audience information
2 people
Do the shopping
2 people
Print program booklets
2 people
Print tickets and guest list
Conduct hall inspection
2 people
Set up decor and materials
3 people
Load the tech
3 people

Event

Open venue
2 people
Receive catering
2 people
Check the stage and playing area
3 people
Set up lighting equipment
3 people
Connect sound equipment
2 people
Test music files
2 people
Set up changing rooms
2 people
Build the catering buffet
3 people
Lay out program booklets
2 people
Set up the registration desk
2 people
Check chairs and audience area
3 people
Clean the dance floor
2 people
Conduct the technical rehearsal
5 people
Set out break drinks
2 people
Welcome performers
2 people
Brief crowd guides
2 people
Open the doors
4 people
Check tickets
3 people
Escort audience to the hall
3 people
Assist the performance
4 people
Serve break drinks
4 people
Refill drinks
2 people
Guide the audience back to the hall
3 people
Guide the second part
4 people
Escort artists after the event
2 people
Guide the audience to the exit
3 people
Facilitate the debrief
2 people
Serve evening catering
3 people
Refill drinks
2 people
Switch off the equipment
2 people

Aftercare

Clear out the audience area
4 people
Collect tableware
3 people
Separate waste
2 people
Clean up catering
3 people
Clean changing rooms
2 people
Clean the dance floor
2 people
Take down the lights
3 people
Dismantle the sound system
2 people
Pack up materials
3 people
Leave the venue clean
3 people
Return keys
Return borrowed materials
2 people
Store leftovers
2 people
Collect expenses
Archive photo and video materials
Send thank-you message

What to bring

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

Furniture

Chairsqty 180
Bistro tablesqty 12
Entrance table
Clothes racksqty 2
Changing room chairsqty 12
Waste binsqty 8

Tableware

Reusable cupsqty 220
Wine glassesqty 180
Coffee cupsqty 60
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving tongsqty 8

Equipment

Laptop for music
Audio interface
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Headphones
USB sticksqty 2

Lighting

LED spotlightsqty 6
Light standsqty 3
Light controller
Extension cordsqty 8
Cable reelsqty 3

Decorations

Announcement boardqty 2
Stage drapesqty 4
Table runnersqty 12
Vasesqty 12
LED candlesqty 24
Arrow stickersqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Kitchen glovesqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12
Toilet brushesqty 3

Catering

Groceries

Tips

Collect the dance company’s technical requirements before booking equipment or publishing the programme. Check power, sound, lighting, stage dimensions and setup time against the venue’s limits.
Schedule the technical rehearsal before the performance day whenever possible. Allow at least 2–3 hours for loading equipment, focusing LED spotlights, checking the mixing desk and testing microphones, speakers and playback.
Close registrations early enough to process names and dietary requirements before catering is ordered. A practical deadline is 3–5 days before the performance, leaving time to adjust quantities and print the guest list.
Prepare audience materials at least one day before doors open. Print the programme booklets, tickets and guest list, and check that route directions, start time and arrival instructions match every published message.
Inspect the hall twice: once before setup and again after the stage, decor and catering are in place. Check seating, the playing floor, cables, lighting stands, waste bins and the entrance table before opening the venue.

Frequently asked questions

How far in advance should I book a venue for a contemporary dance performance?: Try to secure the hall and performance date at least 8–12 weeks ahead. This gives you time to confirm the dance company, collect technical requirements, open ticket sales and schedule a technical rehearsal.
When should tickets go on sale for a contemporary dance performance?: Open ticket sales around 4–6 weeks before the performance. Set a clear registration deadline several days before the event so you can finalise the guest list, dietary requirements, seating and catering.
How long does a technical rehearsal for contemporary dance take?: Reserve at least 2–3 hours for a straightforward setup, and longer if the programme has several lighting or sound changes. Include time to load equipment, position speakers and microphones, test playback and check the playing floor.
When should catering be ordered for a dance performance?: Order catering after registrations and dietary requirements are processed, usually 3–5 days before the event. Confirm the delivery time so food arrives after the hall is ready but before the audience enters.

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.