Dance Congress Planning Checklist

A dance congress needs more than a timetable and a room. You need to coordinate instructors, workshop assignments, registrations, music rights, technical equipment and catering in the right order. This checklist takes you from setting the date and booking the venue to printing schedules, preparing badges and checking the room before guests arrive. Use it to keep practical details from slipping into 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

Set the date and program
2 people
Reserve venue
Confirm dance instructors
Check music rights
Create registration form
Set ticket prices
2 people
Send invitations
2 people
Post promotion online
Process registrations
Collect dietary requirements
Confirm participants
Assign workshops
2 people
Send Teacher Information
Print the run sheet
Prepare name badges
2 people
Print workshop schedule
Send directions
Confirm catering numbers
Check materials
2 people
Gather music files
2 people
Collect presentations
Do the shopping
3 people
Chill drinks
2 people
Assemble badge packs
2 people
Prepare catering
3 people
Open venue
2 people
Check the floors
2 people
Clean the Dance Halls
3 people
Set up tables
3 people
Set out chairs
3 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the sound system
3 people
Test microphones
2 people
Connect the projector
2 people
Test presentations
2 people
Prepare workshop materials
3 people
Hang decorations
2 people
Set up signage
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Place waste stations
Brief the team
2 people

Event

Register participants
3 people
Hand out name badges
2 people
Deliver the opening presentation
2 people
Lead the workshops
6 people
Manage Music During Workshops
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Restock break buffet
3 people
Moderate the panel discussion
2 people
Serve dinner buffet
4 people
Serve diet meals
2 people
Announce evening program
Supervise dance demo
3 people
Guide the open dance floor
3 people
Announce the final round
Check out participants
2 people
Collect lost and found items

Aftercare

Turn off the sound equipment
2 people
Safely pack buffet leftovers
2 people
Collect tableware
3 people
Collect waste
3 people
Clear up the rooms
4 people
Clean the floors
3 people
Check toilets
2 people
Pack equipment
3 people
Remove decorations
2 people
Return materials
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
Buffet tablesqty 4
Clothes racksqty 3
Bollardsqty 6

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Power stripsqty 8
Extension cordsqty 8
USB sticksqty 3

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Spare batteriesqty 24

Sports equipment

Dance matsqty 30
Yoga matsqty 40
Stretch bandsqty 30
Dance polesqty 20
Towelsqty 40
Water bottlesqty 120

Tableware

Reusable cupsqty 180
Wine glassesqty 100
Coffee cupsqty 100
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving tongsqty 10
Coffee potsqty 6
Water jugsqty 12

Kitchen

Cutting boardsqty 4
Chef assistantsqty 4
Kitchen knivesqty 6
Coolersqty 6
Thermos flasksqty 6
Food warmersqty 6
Bottle openersqty 4

Decorations

Stage backdrop
Balloonsqty 100
Tableclothsqty 16
Table décorqty 12
Name badge holdersqty 120
Directional signsqty 12
Program postersqty 20
Tapeqty 6
Cable tiesqty 100
Scissorsqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 8
Disinfectant sprayqty 6

Catering

Groceries

Tips

Set the date and programme before contacting instructors or opening registration. Build in time for several workshops, breaks, registration and room changes rather than trying to fit everything into one continuous schedule.
Confirm instructors and music rights early, ideally before promoting the congress. Collect teacher information, presentations and music files at least 1–2 weeks before the event so you can test the laptop, mixer, speakers and projector.
Close registration with enough time to assign participants to workshops and confirm dietary requirements. Send final participant information, directions and the workshop schedule at least 3–5 days beforehand.
Prepare one badge pack per participant and print spare badges for late changes. Keep the registration desk supplied with the participant list, name badges and any last-minute workshop updates.
Check every teaching room on the day before or at least 2 hours before doors open. Test microphones, active speakers, projector connections and lighting, and place dance mats, towels and water where instructors and participants can reach them.

Frequently asked questions

How far in advance should I plan a dance congress?: Start planning at least 3–6 months ahead, especially if you need popular instructors or a specialist venue. Open registration only after the date, programme, venue and ticket prices are confirmed.
When should I confirm dance instructors for a congress?: Confirm instructors before you publish the programme, preferably 8–12 weeks before the event. Request their information, workshop requirements, presentations and music files no later than 1–2 weeks before the congress.
How many participants should I assign to each dance workshop?: Set the limit according to the room size, dance style and available equipment rather than using one fixed number. Finalise workshop assignments 3–5 days before the event, after registrations and cancellations are processed.
When should I send the final dance congress schedule?: Send the final schedule, directions and practical information 3–5 days before the congress. Print a run sheet and workshop schedules for the team on the day, with a few spare copies for changes.

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.