Dance competition checklist: what to arrange and when

A dance competition needs more than a venue and a playlist. You must lock in the format, judges and music setup early, then manage registrations, start lists, rules and dietary requirements. In the final week, check the dance floor, sound system, changing areas, jury paperwork and backup files together. This checklist follows that order, so you can see what needs a decision first and what can wait until the event 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

Reserve venue
Define the competition format
2 people
Assign judges
Arrange a music supplier
Create registration form
Send invitations
2 people
Register participants
2 people
Process registrations
2 people
Collect dietary requirements
Order prizes and cups
Send competition rules
Compile start list
2 people
Make jury forms
Gather music files
2 people
Print the program
Confirm participants
2 people
Calculate catering quantities
2 people
Check the shopping list
Inventory materials
2 people
Do the shopping
3 people
Collect cups and prizes
Chill drinks
2 people
Prepare snacks
3 people
Back up competition music
2 people

Event

Open venue
2 people
Check the floor
2 people
Lay the competition floor
6 people
Set up the sound system
3 people
Test music playback
2 people
Test lighting and power
2 people
Set up the grandstand
4 people
Set up the registration desk
2 people
Set up judges' table
2 people
Set up the catering table
3 people
Hang decorations
3 people
Put up directional signs
2 people
Prepare the jury forms
2 people
Receive participants
3 people
Hand out race numbers
2 people
Brief the jury
Have dancers warm up their voices
2 people
Welcome the audience
3 people
Open the match
Play the music for the preliminary rounds
2 people
Collect jury forms
2 people
Refill drinks
2 people
Serve snacks
3 people
Process the interim results
2 people
Announce finalists
Announce break
Restock the break room
2 people
Set up finalists
2 people
Play the final music
2 people
Check final scores
2 people
Prepare awards ceremony
3 people
Announce the winners
Present prizes
3 people
Take group photo
2 people
See the audience out
3 people

Aftercare

Turn off the sound system
2 people
Dismantle competition floor
6 people
Dismantle furniture
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Remove decorations
2 people
Check borrowed items
2 people
Return materials
2 people
Send out the results
Share photos

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Judges' table
Registration desk
Clothes racksqty 4
Changing room screensqty 6
Bollardsqty 12
Coat racksqty 2

Sports equipment

Dance floor panelsqty 24
Non-slip matsqty 12
Bib numbersqty 120
Conesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Music laptop
Backup music player
Laptop chargerqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 6
Gaffer tapeqty 4
USB sticksqty 3

Lighting

LED spotlightsqty 6
String lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pouring jugsqty 8
Coffee potsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Ice cube traysqty 6

Decorations

Balloonsqty 150
Balloon archesqty 2
Stage drapesqty 4
Tableclothsqty 12
Bannersqty 6
Number signsqty 20
Prizes and trophiesqty 30
Medal setsqty 60
Ribbonsqty 6
Photo backdrop

Catering

Groceries

Cleaning

Floor mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Waste binsqty 10
Pedal binsqty 4

Other

Pensqty 30
Clipboardsqty 20
Notepadsqty 12
Printer paperqty 500
Printer
Calculatorsqty 4
Wristbandsqty 180
Arrow stickersqty 30
Name stickersqty 180
First aid kit
Flashlightsqty 3
Handbagsqty 2

Tips

Define the competition format before opening registration. Include categories, timings, judging method and the maximum number of entries, so your registration form and start list match the schedule.
Arrange judges, music supply and the venue before sending invitations. Confirm the technical setup as well: speakers, mixer, microphones, music laptop, charger and a backup player or USB stick.
Close registrations early enough to process entries and collect dietary requirements. Send the rules before the competition, then confirm participants after the start list has been compiled.
Allow time for a full equipment check at the venue. Test the dance floor panels, non-slip mats, power strips, extension cords, microphones and lighting rather than discovering a missing cable during the first round.
Prepare the event-day paperwork and refreshments in separate batches. Print the programme and jury forms, collect cups and prizes, chill drinks and prepare snacks before opening the venue.

Frequently asked questions

How far in advance should I organise a dance competition?: Start planning at least 8 to 12 weeks before the event. Book the venue, define the format and assign judges first; registrations, rules and music can follow once those decisions are fixed.
When should dance competition registrations close?: Close registrations 2 to 3 weeks before the competition. This leaves time to process entries, collect dietary requirements, compile the start list, confirm participants and print the programme.
How much music backup do I need for a dance competition?: Keep at least two complete copies of the competition music on separate devices, such as a music laptop and a backup player or USB stick. Test both copies with the speakers and mixer before the doors open.
What equipment should I check before a dance competition?: Check the dance floor panels, non-slip mats, speakers, mixer, microphones, stands, laptop charger and all extension cords at least 1 day beforehand. Also prepare registration furniture, changing-room screens, bib numbers and jury tables before opening the venue.

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.