Dance camp checklist: what to arrange and when

A dance camp needs more than a timetable and a playlist. You have to coordinate rooms, teachers, supervisors, registrations, medical information, meals, music and equipment before participants arrive. Start with the date, programme and venue, then work through registration and group planning before preparing lessons and the final presentation. This checklist also leaves time for sound checks, room setup, name badges and parent information—details that are easy to leave until the last day.

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

Set the date and program
2 people
Reserve the venue and rooms
Arrange teachers and supervisors
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect medical details
Check permissions
2 people
Create the participant list
Create group assignments
2 people
Prepare Dance Lessons
3 people
Select music and choreography
3 people
Compile final presentation
3 people
Send parent information
Order catering
2 people
Check materials
2 people
Test sound equipment
2 people
Do the shopping
3 people
Set up dance materials
2 people
Make name badges
2 people
Print participant information
Set up the reception area
3 people
Set up dance rooms
4 people
Set up tables and chairs
3 people
Set up the sound system
2 people
Test the music
2 people
Hang decorations
3 people
Chill drinks
2 people
Prepare lunch and snacks
3 people

Event

Staff the registration desk
2 people
Receive participants
3 people
Hand out name badges
2 people
Explain the house rules
2 people
Lead the warm-up
2 people
Lead dance workshop group one
2 people
Lead dance workshop group two
2 people
Hand out water and snacks
2 people
Refill drinks
Practice choreography
4 people
Lead the break
3 people
Serve dinner
4 people
Check dietary meals
2 people
Clear tables
3 people
Lead the evening workshop
3 people
Set up final presentation
4 people
Welcome the audience
2 people
Guide the final presentation
4 people
Thank participants
2 people
Ensure participants leave safely
4 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Dismantle audio equipment
2 people
Clear the dance halls
4 people
Clean the venue
4 people
Put furniture back
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Process leftover food
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 45
Bar stoolsqty 4
Clothes racksqty 4
Waste binsqty 6

Tableware

Reusable cupsqty 50
Platesqty 50
Bowlsqty 40
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 6

Equipment

Active speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Laptop
Charging stationsqty 2
First aid kit
Thermometerqty 2
Fire blanket

Sports equipment

Dance matsqty 35
Yoga matsqty 35
Stretch bandsqty 35
Dance ribbonsqty 35
Training hoopsqty 10
Foam rollersqty 10
Water bottlesqty 40
Towelsqty 40
Spare T-shirtsqty 10
Conesqty 20
Stopwatchesqty 3

Decorations

Balloonsqty 100
Buntingqty 8
Fabric clothsqty 6
Name badgesqty 40
Directional signsqty 10
Markersqty 12
Tapeqty 6
Poster puttyqty 4
Flip chart
Flip chart paper
Permanent markersqty 8
Printer paperqty 250
Color wristbandsqty 50

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 8
Thermos flasksqty 4
Water jugsqty 6
Coolersqty 4
Whiskqty 2
Measuring cupsqty 2
Kitchen tongsqty 4
Oven glovesqty 2

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Microfiber clothsqty 20

Lighting

LED string lightsqty 4
LED spotlightsqty 4

Catering

Groceries

Tips

Set the date, programme, venue and overnight rooms before opening registration. Include arrival and collection times, meal breaks and the space needed for each dance group.
Close registrations early enough to process dietary requirements and medical details. A practical deadline is 10–14 days before camp, leaving time to create groups and contact parents about missing information.
Plan one named teacher or supervisor for every activity block and keep a separate contact list for the camp team. Confirm responsibilities at least one week before arrival, especially for reception, meals and room changes.
Test the speakers, mixer, microphones, stands, cables and laptop in the actual dance room before participants arrive. Do this at least one day ahead if possible, and keep extension cords and power strips where they cannot create a trip hazard.
Prepare the presentation, participant information, name badges, materials and room layout before setup day. Allow 60–90 minutes for reception and seating, plus extra time to place dance mats, yoga mats and other training equipment safely.

Frequently asked questions

How far in advance should I organise a dance camp?: Start planning at least 8–12 weeks ahead if you need a venue, teachers and rooms. Set the registration deadline 10–14 days before camp so you can finalise groups, meals and medical information.
When should dance camp registration close?: Close registration 10–14 days before the first day. Use that time to process registrations, collect missing dietary or medical details, create group assignments and send final parent information.
How much time is needed to set up a dance camp?: Allow 2–3 hours for tables, chairs, reception, dance rooms, materials and name badges. Add a separate 30–60 minute sound check, preferably before participants arrive.
What equipment do I need for a dance camp?: Plan sound equipment such as active speakers, a mixer, microphones, stands, audio cables, a laptop, extension cords and power strips. Match the number of mats, bands, ribbons, hoops and foam rollers to the largest group using a room at one time.

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.