Dance Competition Checklist and Planning Guide

A dance competition depends on dozens of details that must line up: the format, registration, judges, music, schedule, venue, and volunteers. Start by deciding how the competition will run, then secure the venue and jury before opening registration. In the final weeks, confirm participants, collect music files and dietary requirements, publish the program, and prepare prizes and catering. On the day, test the sound sequence, check the dance floor, and keep a backup laptop and music copy ready.

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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

Set competition format
2 people
Reserve venue
Approach jury members
2 people
Check music rights
Create registration form
Send invitations
2 people
Approach sponsors
2 people
Order prizes
Process registrations
2 people
Collect dietary requirements
Register entry fees
2 people
Confirm participants
2 people
Create the match schedule
2 people
Print jury criteria
Gather music files
2 people
Test the music sequence
2 people
Assign volunteers
2 people
Order catering
Publish the program
Send participant letter
Do the shopping
2 people
Collect materials
3 people
Make a music backup

Event

Open venue
2 people
Check the floor
2 people
Set up the competition floor
5 people
Set up jury table
2 people
Set up audience seating
4 people
Set up registration desk
2 people
Connect the sound system
2 people
Test microphone
2 people
Test music playback
2 people
Hang decorations
3 people
Set up catering
3 people
Chill drinks
2 people
Give the jury briefing
2 people
Give volunteer briefing
2 people
Register participants
3 people
Hand out race numbers
2 people
Welcome the audience
3 people
Announce the program
Announce the first dance
Guide rounds
4 people
Play music for each round
2 people
Hand out judging forms
2 people
Collect jury forms
2 people
Enter scores
2 people
Guide participants
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Keep buffet clean
2 people
Keep the audience area clean
2 people
Announce finalists
Lead the final
4 people
Lay out prizes
2 people
Support awards ceremony
3 people
Take group photo
2 people
See the audience out
3 people

Aftercare

Turn off the sound system
2 people
Remove decorations
3 people
Clear away chairs and tables
5 people
Dismantle competition floor
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Archive scores
Publish results
Return borrowed materials
2 people
Clear away leftover catering
2 people
Share photos with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 150
Jury tablesqty 3
Coat racksqty 2
Changing room benchesqty 8

Sports equipment

Dance floor panels
Race bib strapsqty 120
Conesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Spare laptop
Extension cordsqty 6
Power stripsqty 5
USB sticksqty 3
Phone chargersqty 4

Tableware

Water glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Water jugsqty 6

Decorations

Balloonsqty 150
Buntingqty 12
Stage backdrop
Red carpet

Decorative fabric

Tableclothsqty 10

Lighting

LED spotlightsqty 6
String lightsqty 4
Spare batteriesqty 24

Office

Jury formsqty 180
Programsqty 180
Pensqty 40
Clipboardsqty 12
Name stickersqty 180
A4 foldersqty 8
Printer paperqty 2
Markersqty 12
Tapeqty 6
Scissorsqty 4
Paper shredder
Directional signsqty 12
Information boardsqty 6
Cash register
Cash box
Payment terminal
Calculatorsqty 3
Notepadsqty 12

Catering

Groceries

Prizes

Cupsqty 12
Medalsqty 36
Certificatesqty 120
Gift vouchersqty 12
Prize bagsqty 12

Safety

Non-slip matsqty 12
Cable traysqty 20
Marking tapeqty 6
Flashlightsqty 4

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Trash binsqty 8
Waste binsqty 4

Tips

Set the competition format before creating the registration form. Decide the categories, rounds, judging method, and approximate running time first, so participants receive clear information and the match schedule is realistic.
Contact jury members and check music rights early. Aim to have the jury confirmed before invitations go out, and test every submitted music file in the planned running order rather than waiting until doors open.
Keep registration information in one place and set a firm closing date. After registrations close, record entry fees, dietary requirements, and contact details before confirming participants and building the schedule.
Plan the venue around movement and waiting areas, not just audience seating. Check that the dance floor panels are secure, place jury tables where judges have a clear view, and provide changing-room benches and coat racks before participants arrive.
Prepare a technical backup that can be used immediately. Test the mixer, speakers, microphones, laptop, extension cords, and power strips, then store the music backup on USB sticks and bring the spare laptop and phone chargers to the venue.

Frequently asked questions

How far in advance should I start planning a dance competition?: Start at least 8 to 12 weeks before the competition. Secure the venue and jury first, then open registration only when the format, entry information, and key event rules are settled.
When should registration close for a dance competition?: Close registration about 2 to 3 weeks before the event. This leaves time to process entry fees, confirm participants, collect dietary requirements, create the match schedule, and publish the program.
How should I prepare music for a dance competition?: Collect the music files no later than 7 days before the event and test the full sequence at least once. Keep a second copy on USB sticks and bring a spare laptop in case the main playback setup fails.
What should I check at the venue on competition day?: Open the venue at least 2 hours before participants arrive. Check the dance floor, sound system, microphones, power connections, jury tables, changing areas, seating, water, and the printed jury criteria before registration begins.

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