Dance competition checklist and planning guide

A dance competition needs more than a venue and a playlist. You need clear rules, confirmed judges, a reliable registration process, checked music files and a schedule that keeps dancers, judges and the audience moving. Start with the venue and competition format, then work through registrations, staffing, equipment, prizes and refreshments. This checklist helps you organise the work in the right order and catch details that are often left until the final week.

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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

Confirm the competition venue
2 people
Set the competition rules
3 people
Confirm judges
2 people
Book host
Assign music lead
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Check the entry fees
2 people
Draw up the match schedule
3 people
Create the jury lineup
2 people
Make reservations
Order prizes and medals
Gather music files
2 people
Check music files
2 people
Design program booklet
2 people
Print program booklets
2 people
Send participant information
2 people
Do the shopping
3 people
Checking prizes
2 people
Add music to playlist
Prepare the registration table
2 people
Check the competition floor
3 people
Clean the floor
2 people
Set up audience seating
4 people
Set up jury tables
2 people
Connect the sound system
2 people
Test microphone
2 people
Test the lighting
2 people
Prepare the jury forms
2 people
Hand out race numbers
2 people

Event

Receive participants
3 people
Warm up the dancers
2 people
Brief the jury
2 people
Welcome the audience
4 people
Open the program
2 people
Guide dance rounds
5 people
Play music for each round
Collect judging forms
2 people
Enter scores
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Announce finalists
2 people
Guide the final round
5 people
Check final scores
3 people
Set up winners
2 people
Present the awards ceremony
3 people
Give a thank-you speech
Play farewell music
See the audience out
3 people

Aftercare

Collect lost and found items
2 people
Turn off the sound system
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Clean the competition floor
3 people
Dispose of waste
2 people
Leave venue clean
3 people
Archive score sheets
Publish results
Thank participants
2 people
Return borrowed items
2 people
Clear away leftover stock
2 people

What to bring

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

Furniture

Audience chairsqty 180
Foldable tablesqty 12
Jury tablesqty 3
Changing room benchesqty 8
Clothes racksqty 6
Bollardsqty 12

Sports equipment

Dance floor panelsqty 36
Bib holdersqty 40
Pilates matsqty 20
Jury table numbersqty 3
Stopwatchesqty 4
Clipboardsqty 8
Pen holdersqty 4
Trophiesqty 12
Medalsqty 40
Ribbonsqty 40
Scoreboard

Equipment

Sound system
Wireless microphonesqty 2
Music laptop
USB backup driveqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Laptop tablesqty 2

Lighting

LED work lightsqty 4
Mood lightingqty 6

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Bread basketsqty 6
Serving jugsqty 8

Decorations

Stage backdropsqty 2
Balloon archesqty 2
Tableclothsqty 12
Directional signsqty 10
Number signsqty 40

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 10

Catering

Groceries

Tips

Confirm the venue before opening registration. Check the competition floor, changing areas, audience seating, power access and space for jury tables so you know the room can support the format.
Set a firm registration deadline and allow at least 7 days afterward to process entries, check fees, collect dietary requirements and confirm the final participant list.
Create the match schedule and jury lineup only after registrations close. Send participant information at least 5 days before the competition, including arrival time, registration instructions and music requirements.
Test every music file on the actual music laptop and sound system at least 2 days before the event. Keep a USB backup drive ready, and cover extension cords and power strips with cable mats.
Set up the registration table, competition floor, chairs, changing-room benches and lighting before doors open. Check prizes and medals against the final categories, and prepare coffee, tea, water and serving equipment before the first dancers arrive.

Frequently asked questions

How far in advance should I organise a dance competition?: Start venue and judge arrangements at least 8 to 12 weeks ahead. Open registration only after the rules, entry fees and competition format are confirmed.
When should dance competition registration close?: Close registration 7 to 14 days before the event. This gives you enough time to process entries, confirm participants, draw up the schedule and prepare the jury lineup.
How early should judges and the host arrive?: Ask judges, the host, the music lead and key volunteers to arrive at least 90 minutes before the first round. Use that time to brief the team, test microphones and sound, and check the competition floor.
How do I prepare music for a dance competition?: Collect all music files by a fixed deadline, preferably 5 to 7 days before the event. Check every file on the event equipment 2 days beforehand and store a complete backup on a USB drive.

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.