Dance Competition Checklist

A dance competition needs more than a stage and a playlist. You need clear rules, a reliable registration process, judges with the right forms, tested music files and a venue layout that keeps performers, judges and guests moving smoothly. This checklist puts the work in a practical order, from confirming the venue and competition format to printing participant details and preparing the floor. Use it to spot the jobs that are easy to leave until the last day, especially music checks, power supplies, bib numbers and refreshments.

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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

Draw up competition rules
2 people
Confirm the competition venue
2 people
Assign judges
2 people
Book host
Finalize the music coordinator
Create registration form
Send invitations
2 people
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Set the starting order
2 people
Make jury forms
Send participant information
Check reservations
Gather music files
2 people
Check music files
2 people
Order prizes and medals
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Print participant list
Lay out bib numbers
2 people
Prepare the jury tables
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check the floor and hall
3 people
Mark off the dance floor
3 people
Set up sound equipment
3 people
Test sound system
2 people
Test the lighting
2 people
Set up tables
3 people
Set up chairs
4 people
Set up the jury tables
2 people
Set up the reception desk
2 people
Set up the catering buffet
3 people
Hang decorations
3 people
Put up directional signs
2 people
Set up the prize table
2 people
Give the jury briefing
5 people
Brief volunteers
4 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Prepare the music order
2 people
Welcome the audience
3 people
Give the opening speech
Guide competition rounds
4 people
Play music for each round
2 people
Collect judging forms
2 people
Process scores
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Keep the venue tidy
2 people
Collect audience feedback
2 people
Guide the final round
4 people
Check the final results
3 people
Present prizes
3 people
Give the closing speech
See participants off
3 people

Aftercare

Collect lost and found items
2 people
Tear down audio equipment
3 people
Dismantle lighting
2 people
Remove decorations
3 people
Wash dishes
3 people
Sort waste
3 people
Clear tables and chairs
4 people
Clean the dance floor
2 people
Clean the restrooms
2 people
Clean the room
4 people
Return materials
3 people
Return borrowed items
2 people
Send results to participants
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 180
Jury tablesqty 3
Judges' chairsqty 8
Bar stoolsqty 4
Clothes racksqty 4
Bollardsqty 12
Barrier tapeqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
USB sticksqty 3
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Light standsqty 2
Light filtersqty 6

Sports equipment

Dance floor panelsqty 24
Rubber non-slip matsqty 12
Heating matsqty 10
Mirrorsqty 4
Water cratesqty 8

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 12
Serving traysqty 8
Pitchersqty 8
Coffee potsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 4
Bottle openersqty 4
Scissorsqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 12
Serving tongsqty 8
Kettlesqty 2

Decorations

Balloonsqty 150
Balloon archesqty 2
Buntingqty 12
Tableclothsqty 12
Stage drapesqty 4
Photo backdrop
Decorative tapeqty 6
Welcome sign
Round boardqty 6
Directional signsqty 12
Table numbersqty 12
Buntingqty 6
Table decorationsqty 12
Photo propsqty 20

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 3
Mop setsqty 3
Bucketsqty 4
Microfiber clothsqty 20
Glovesqty 12
Waste sorting binsqty 6
Trash binsqty 4
Spongesqty 12
Scouring spongesqty 6
Rubber window squeegeesqty 2
Toilet brushesqty 4
Air freshenersqty 4
Cleaning bucketsqty 4

Catering

Groceries

Registration

Bib numbersqty 120
Safety pinsqty 300
Wristbandsqty 220
Name stickersqty 220
Ballpoint pensqty 30
Clipboardsqty 12

Competition equipment

Jury formsqty 200
Score sheetsqty 30
Participant listsqty 20
Program leafletsqty 220
Certificatesqty 120
Medalsqty 30
Cupsqty 12
Envelopesqty 30
Pen holdersqty 4
Paper tapeqty 6
Markersqty 12
Calculatorsqty 4
Timerqty 2
Clothing coversqty 40
Mirror Filmqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Anti-slip stickersqty 2
Flashlightsqty 4
Safety vestsqty 8
Emergency exit signsqty 6

Tips

Set the competition rules before opening registration. Include categories, time limits, judging criteria, music requirements and what happens if a participant is late or their file does not play.
Confirm the venue layout at least 7 days ahead. Check the space for dance floor panels, non-slip mats, jury tables, chairs, mirrors, changing areas and a clear route for participants.
Collect music files before the event and test every file on the laptop, mixer and active speakers. Keep copies on at least 2 USB sticks so a single missing or corrupted file does not stop the programme.
Send participants their starting order, arrival time, bib number instructions and music requirements at least 3 days before the competition. Ask for dietary requirements at the same time rather than during setup.
Complete the final equipment and shopping check the day before. Test wireless microphones, extension cords, power strips, LED spotlights and heating mats, then chill drinks and prepare reusable glasses before guests arrive.

Frequently asked questions

How far in advance should I plan a dance competition?: Start at least 8 weeks before the event if you need registrations, judges, a host and venue coordination. Finalise the participant list and starting order during the last 7 days.
When should I collect dance competition music files?: Ask for music files when participants register, with a firm deadline 7 days before the competition. Check every file at least 2 days beforehand and carry 2 USB backups on the day.
How many judges do I need for a dance competition?: Use the number required by your competition rules and categories; a small event commonly starts with 3 judges. Confirm their availability at least 4 weeks before the event and prepare one jury form per judging round.
What should I prepare the day before a dance competition?: Print the participant list, prepare bib numbers, set out jury materials and complete the shopping check the day before. Also test sound and lighting, confirm reservations and chill the drinks before setup begins.

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.