Contemporary Dance Performance Checklist

A contemporary dance performance needs more than choreography and a stage. You need to align the venue layout, audience route, technical setup, registrations, catering and performer facilities before the doors open. This checklist takes you from defining the presentation and audience to checking tickets, testing sound and preparing the room. It also covers the small details that are often left too late, such as backing up music files, printing programme booklets and preparing name tags or wristbands.

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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

Defining the presentation and target audience
2 people
Confirm the venue and room layout
2 people
Publish performance date
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Create the program and audience information
2 people
Check tickets and guest list
2 people
Calculate catering quantities
Order groceries
Confirm reservations
Check technical requirements
2 people
Gather music files
Back up music files
Inspect the dance floor
2 people
Set the audience route
2 people
Schedule volunteers
Collect catering supplies
2 people
Check decorations
Do the shopping
2 people
Set up non-perishable supplies
2 people
Chill fresh catering
2 people
Print program booklets
Make name tags and wristbands
2 people
Test technical equipment
2 people

Event

Clear the hall
4 people
Clean the dance floor
2 people
Mark the stage area
2 people
Set up audience seating
4 people
Set up the entrance desk
2 people
Set up catering tables
2 people
Set up the cloakroom
2 people
Connect sound equipment
2 people
Adjust the lighting
2 people
Test music and microphone
2 people
Hang up decorations
3 people
Lay out program booklets
Chill drinks
2 people
Set up the coffee and tea station
2 people
Present snacks
2 people
Brief crowd guides
3 people
Welcome performers
2 people
Set up the changing area
2 people
Prepare artist water
Welcome the audience
4 people
Check tickets
3 people
Manage the cloakroom
2 people
Escort audience to the hall
3 people
Manage technical production for the performance
2 people
Serve break drinks
4 people
Refill drinks
2 people
Keep the break area clean
2 people
Run the second part technically
2 people
Thank the performers
2 people
Set up evening catering
3 people
Supervise the after-event gathering
3 people
Serve drinks and snacks
4 people
Issue the cloakroom
2 people
See the audience out
3 people

Aftercare

Catering breakdown
3 people
Switch off equipment
2 people
Clear away chairs and tables
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the hall and foyer
4 people
Pack up equipment and materials
3 people
Return borrowed materials
2 people
Store leftovers
2 people
Close the guest list administratively

What to bring

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

Furniture

Stackable chairsqty 160
Foldable tablesqty 12
Bar stoolsqty 6
Entrance desk
Coat racksqty 4
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Active speakersqty 2
Audio mixer
Wireless microphoneqty 2
Laptop for music
Backup laptop
Audio and power cables
Power stripsqty 8
Extension cordsqty 8
Clothes hangersqty 180
Ticket scannerqty 2
Power banksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Battery lampsqty 8
Flashlightsqty 4

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 180
Dessert platesqty 160
Forksqty 180
Knivesqty 160
Spoonsqty 120
Serving plattersqty 16
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Black drapesqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Directional signsqty 10
Program boardsqty 4

Cleaning

Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 10

Catering

Groceries

Tips

Confirm the room layout before publishing the performance date. Mark the dance floor, audience seating, entrance desk, coat racks and route to the performance area so furniture does not block access.
Test the full sound and lighting setup before performance day, including the mixer, active speakers, microphone, laptop, cables and power strips. Keep the backup laptop and backed-up music files ready rather than relying on one device.
Close registrations early enough to calculate catering quantities and print the guest list. Collect dietary requirements at the same time; chasing missing information on the day creates avoidable delays.
Prepare performer areas separately from audience areas. Set up dressing room tables and changing room chairs, and check that the route from the changing room to the dance floor is clear before volunteers arrive.
Do not leave front-of-house materials until the last hour. Print programme booklets, prepare name tags and wristbands, chill fresh catering and place serving supplies where the catering team can reach them without crossing the audience route.

Frequently asked questions

How far in advance should I organise a contemporary dance performance?: Start the planning process at least 8 to 12 weeks before the performance. Confirm the venue, publish the date and open registration early, then use the final 7 to 10 days for technical checks, catering quantities and printed materials.
When should I check the technical setup for a dance performance?: Do a complete sound, lighting and power check at least 24 hours before the audience arrives, or earlier if the venue has not been used before. Test the music laptop, backup laptop, mixer, speakers, microphone and every cable in the actual room.
How much catering do I need for a contemporary dance performance?: Calculate quantities from the confirmed guest list rather than the original invitation count. Plan roughly 2 to 3 drinks per person for the first hour, then adjust food and drinks for the expected reception length and the dietary requirements you collected.
When should I print the programme and prepare name tags?: Print programme booklets and prepare name tags or wristbands 2 to 3 days before the performance, after registrations and guest details are stable. Keep a small number of blank tags available for late changes at the entrance desk.

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.