Dance competition checklist: what to arrange and when

A dance competition depends on timing, clear rules, and a room that works for both performers and judges. Start by fixing the format, judging process, venue layout, and music arrangements before inviting participants. As registrations come in, track dietary requirements, build the running order, and prepare jury forms. In the final week, check prizes, music files, equipment, refreshments, and volunteer roles. On the day, inspect the floor, test the sound system, and open the hall with enough time to solve last-minute problems.

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

Draw up competition rules
2 people
Assign judges
Arrange a music supplier
Confirm the venue and room layout
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Update participant list
Set the starting order
2 people
Design jury forms
Order prizes
Print the run sheet
Gather music files
2 people
Check music files
2 people
Inform participants
2 people
Assign volunteers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check prizes and medals
2 people
Collect materials
3 people
Chill drinks
2 people
Open hall
2 people
Inspect floor
2 people
Lay the dance floor
4 people
Set up audience seating
4 people
Set up jury table
2 people
Set up registration desk
2 people
Set up the catering table
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up the match music
2 people
Prepare the jury forms
2 people
Lay out number signs
Hang up decorations
3 people
Set up the buffet and drinks
3 people
Display prizes
2 people
Check toilets
Brief volunteers
3 people

Event

Receive participants
4 people
Register participants
3 people
Hand out race numbers
2 people
Welcome the audience
3 people
Play the opening music
Deliver the welcome speech
Explain the competition rules
Supervise the warm-up area
2 people
Announce performances
Operate competition music
2 people
Set up the participants
2 people
Collect jury scores
2 people
Process scores
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Keep the audience floor clean
2 people
Supervise the break program
2 people
Announce finalists
Lead the final
4 people
Check the jury result
3 people
Handle prize ceremony
3 people
Announce the closing
See the audience out
3 people

Aftercare

Turn off the sound system
2 people
Pack leftover food
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Remove the dance floor
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Count materials
2 people
Return sound equipment
2 people
Return rental items
2 people
Publish results
Thank participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 180
Jury tablesqty 2
Clothes racksqty 4
Party tentsqty 2

Sports equipment

Dance floor panelsqty 24
Floor tapeqty 6
Heating matsqty 8
Start number vestsqty 40
Stopwatchesqty 3
Conesqty 12
Cupsqty 6
Medalsqty 30
Certificatesqty 50
Start number signsqty 40
Scoreboard
Scorecardsqty 150
Jury formsqty 100
Pensqty 40

Equipment

Sound system
Speakersqty 2
Microphonesqty 3
Mixer
Laptop
USB sticksqty 3
Extension cordsqty 4
Power stripsqty 6

Lighting

LED spotlightsqty 6
Light standsqty 2
Cable matsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 8
Bread basketsqty 6
Bottle openersqty 4

Decorations

Balloon archesqty 2
Buntingqty 8
Tableclothsqty 10
Stage drapesqty 4
Directional signsqty 12
Photo backdrop
Notice boardqty 2
Table numbersqty 10

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Broom and dustpanqty 3
Glovesqty 12

Catering

Groceries

Tips

Set the competition format and judging rules before sending invitations. Give judges the scoring criteria in advance and prepare one jury form for every performance or category.
Treat music as a deadline, not an afterthought. Collect files before the final week, check that each track plays correctly, and keep a tested backup on at least one USB stick.
Build the running order only after registrations are processed. Print the run sheet and update participant information when withdrawals, late entries, or missing music files affect the schedule.
Plan the room around movement and visibility: leave clear space for dance floor panels, position jury tables where judges can see the full floor, and cover extension cords with cable mats.
Check supplies the day before, including medals and prizes, start-number bibs, microphones, stopwatches, cups, coffee equipment, and chilled drinks. Assign volunteers to registration, music, refreshments, and resetting the floor.

Frequently asked questions

How far in advance should I organise a dance competition?: Start at least 8 to 12 weeks ahead if you need a venue, judges, music supplier, and participant registrations. Use the final 7 days for confirmations, printing, shopping, and equipment checks rather than major planning decisions.
When should I close dance competition registrations?: Close registrations 10 to 14 days before the event so you have time to process entries, collect dietary requirements, create the participant list, and prepare the starting order. Keep a clear deadline for music files as well, ideally 7 days before the competition.
How much time should I allow for setting up a dance competition venue?: Allow at least 3 hours for a small competition and longer if you are assembling dance floor panels, lighting, jury tables, sound equipment, and refreshments. Open the hall early enough to inspect the floor and complete a full microphone and music test before participants arrive.
What equipment is needed for a dance competition?: Plan for a sound system, speakers, microphones, mixer, laptop, USB sticks, extension cords, power strips, and cable mats, plus floor panels and floor tape. You will also need jury tables, chairs, stopwatches, start-number bibs, lighting, prizes, and serving equipment for drinks and food.

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.