Dance demonstration checklist: from first booking to final performance

A dance demonstration needs more than confirmed performers and a playlist. You need a clear programme, reliable music, enough changing space, a safe dance floor and someone responsible for each handover. This checklist takes you from booking the venue through registrations, catering and technical checks to opening the doors. Use it to keep the 73 preparation tasks in order and catch the details that are often left until the last hour.

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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

Reserve venue
Set the date and program
2 people
Confirm dance groups
Gather music files
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Print the run sheet
Send artist information
Determine catering quantities
2 people
Check the music sequence
2 people
Test the equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Prepare name badges
Check the weather forecast

Event

Open venue
2 people
Inspect floor
2 people
Clear the dance floor
4 people
Set up tables
3 people
Set up chairs
4 people
Mark the stage area
2 people
Set up the sound system
3 people
Set up lighting
2 people
Test music playback
2 people
Test microphone
2 people
Hang decorations
3 people
Set up info table
2 people
Set up registration desk
2 people
Set up the catering table
3 people
Set up the changing area
2 people
Prepare program
Welcome dance groups
2 people
Register the artists
2 people
Check warm-up area
2 people
Start welcoming guests
3 people
Register visitors
3 people
Distribute program
2 people
Serve welcome drinks
3 people
Announce the opening
Coordinate dance performances
3 people
Operate the music
2 people
Operate the microphone
Assist performers
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
Collect used glasses
2 people
Answer audience questions
Announce the break program
Announce evening program
Support the final performance
3 people
Announce the closing
See visitors out
3 people
Collect lost and found items
2 people

Aftercare

Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Take down the sound system
3 people
Dismantle lighting
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Clean the dance floor
3 people
Check toilets
2 people
Leave venue clean
3 people
Inventory materials
2 people
Store equipment dry
2 people
Return rental items
2 people
Store leftover stock
2 people
Secure photo and video material

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 140
Tableclothsqty 8
Coat racksqty 3
Changing room screensqty 4
Stoolsqty 12
Bollardsqty 8
Waste binsqty 8

Equipment

Active speakersqty 2
Subwoofers
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Backup phone for music
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Memory sticksqty 2

Lighting

LED spotlightsqty 6
String lightsqty 6
Batteriesqty 24
Emergency lightsqty 4

Decorations

Balloonsqty 150
Balloon arch
Buntingqty 6
Stage drapesqty 4
Plantsqty 8
Welcome sign
Program boardsqty 4
Directional signsqty 8

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Coffee spoonsqty 80
Platesqty 150
Forksqty 150
Cake forksqty 150
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 6
Serving plattersqty 12
Serving jugsqty 6
Measuring cupsqty 2
Ice packsqty 16

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash binsqty 8
Disposable wipesqty 6

Catering

Groceries

Tips

Lock the programme before sending invitations. Once the dance groups and running order are confirmed, share arrival times, performance lengths, changing arrangements and artist information so groups do not turn up without the details they need.
Test every music file in the actual playback setup before the event. Check the sequence on the laptop, keep the music on a backup phone and a memory stick, and label both clearly; do not rely on one device.
Inspect the floor and mark the performance area before setting out chairs. Tape down extension cords and power strips with gaffer tape, keep bollards and bags away from the dance floor, and leave a clear route to the emergency lights.
Prepare the front-of-house details before performers arrive. Print the run sheet, prepare name badges and programme boards, set up the welcome sign, and place waste bins where guests can find them without crossing the performance area.
Count food and drinks from the registration list, including dietary requirements, before shopping. Chill drinks early enough to serve them cold, and keep snacks separate from equipment, costumes and the changing area.

Frequently asked questions

How far in advance should I confirm dance groups for a demonstration?: Aim to confirm the groups and programme at least 4 weeks before the demonstration. Send the final arrival times, performance order and artist information no later than 7 days before the event.
How do I prepare music for a dance demonstration?: Collect the final music files at least 7 days beforehand and check the complete sequence on the event laptop. Bring two backups: a music backup phone and a memory stick, both tested before the venue opens.
How early should I open the venue on the event day?: Allow at least 3 hours before the first performance for setup and testing. Use that time to inspect and clear the floor, mark the stage area, build the sound system, arrange seating and run the full music sequence.
How much food and drink should I plan for the audience?: Base the quantities on confirmed registrations and include the dietary requirements collected during registration. As a practical starting point, allow 2 to 3 drinks per person for the first hour, then adjust snacks and drinks for the expected programme length.

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.