Contemporary Dance Performance Checklist

A contemporary dance performance depends on more than booking the dancers and opening the doors. You need a confirmed floor plan, suitable dance flooring, tested music files, lighting that supports the work, and a clear route for performers and guests. Start with the venue, date and technical requirements, then move to registrations, catering and volunteer duties. Use this checklist to keep production details, audience information and event-day setup in the right order.

Use this plan

The plan, step by step

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

Preparations

Confirm date and time
2 people
Reserve venue
Finalize room layout
2 people
Confirm the dance group
Gather technical requirements
2 people
Gather music files
Check music files
2 people
Develop lighting plan
2 people
Check the floor and play area
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Create the program
2 people
Send artist information
Book catering
Reserve technical equipment
Assign volunteers
2 people
Check the access route
2 people
Send parking information
Check emergency exits
2 people
Print the audience list
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people

Event

Open venue
2 people
Unload equipment
4 people
Set up lights and sound
4 people
Lay the dance floor
3 people
Set up audience seating
4 people
Set up the reception desk
2 people
Set up catering table
2 people
Hang up decorations
3 people
Put up route signs
2 people
Set up changing rooms
2 people
Welcome performers
2 people
Set up catering
3 people
Test the equipment
3 people
Run through the lighting settings
2 people
Test music and cues
2 people
Short dress rehearsal
6 people
Have performers change clothes
2 people
Staff the information desk
3 people
Welcome visitors
4 people
Hand out programs
2 people
Serve drinks
3 people
Have the audience take their seats
3 people
Assist the performance
4 people
Refill drinks
2 people
Serve break snacks
3 people
Guide the second part
4 people
Guide the audience to the exit
3 people
Thank the performers
2 people
Serve a late-night snack
3 people
Moderate audience questions
2 people
See off the last visitors
2 people

Aftercare

Switch off the equipment
3 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Clean changing rooms
2 people
Clean the dance floor
2 people
Check materials
2 people
Pack up equipment
4 people
Return keys and access passes
Return deliveries
2 people
Distribute leftover food
2 people
Handle lost and found

What to bring

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

Furniture

Audience chairsqty 110
Foldable tablesqty 8
Changing room chairsqty 12
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Dance floor panelsqty 24
Gaffer tapeqty 4
Spare cablesqty 6

Lighting

LED spotlightsqty 6
Light standsqty 3
Atmosphere lightsqty 8
Spare batteriesqty 24

Decorations

Hall drapesqty 6
Backdrop cloth
Plantsqty 8
Vasesqty 8
Table runnersqty 8
Program boardsqty 4
Route sign standsqty 6

Tableware

Glassesqty 130
Coffee cupsqty 60
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 100
Serving traysqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Serving spoonsqty 8
Serving tongsqty 8
Label holdersqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Microfiber clothsqty 12
Hand broomsqty 4

Catering

Groceries

Tips

Confirm the venue’s floor and playing area early, including the space needed for dance floor panels, audience chairs, changing rooms and technical equipment. Recheck the surface on the day before setup rather than assuming it is suitable.
Ask the dance group for its complete technical requirements before reserving equipment. Test the laptop, mixer, active speakers, audio cables and music files together at least 3 days before the performance.
Create the lighting plan while finalizing the room layout. Allow time to position LED spotlights and light stands, secure cables with cable mats and gaffer tape, and keep emergency exits clear.
Close registrations with a stated deadline, then print the audience list and prepare name badges 1 day before the event. Collect dietary requirements before booking catering, not after the final order.
Set a timed arrival plan for volunteers, performers and technical staff. Chill drinks, place route signs and check the access route before guests arrive; these small steps are often left until the audience is already waiting.

Frequently asked questions

How far in advance should I book a venue for a contemporary dance performance?: Aim to reserve the venue at least 8 to 12 weeks before the performance. This leaves time to confirm the dance group, inspect the floor, finalize the room layout and arrange technical equipment.
When should I test the music files for a dance performance?: Test every music file at least 3 days before the event, using the same laptop, mixer and speakers planned for the performance. Keep spare cables and a backup copy available for the event day.
How many chairs do I need for the audience?: Prepare one audience chair per confirmed registration, plus 5 to 10% extra if the room allows it. For 80 registered guests, that means 84 to 88 chairs, with the layout checked against emergency exits.
When should catering and dietary requirements be finalized?: Collect dietary requirements when registrations close and confirm the catering order 5 to 7 days before the performance. Keep the final audience count and any special meals together for the caterer.

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.