Dance fair checklist: what to arrange and when

A dance fair brings schools, exhibitors, workshops and demonstrations together, so the running order matters. Start by fixing the date and programme, then confirm participating dance schools, exhibitors and workshop leaders before opening registration. In the final week, check reservations, dietary requirements, music files, workshop materials and the room layout. On the day, allow time to inspect the floors, mark the dance floor, test the sound system and set up tables, chairs and changing areas before visitors arrive.

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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
Contact participating dance schools
2 people
Record exhibitors
2 people
Plan workshops and demonstrations
2 people
Send invitations
2 people
Publish social media posts
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check reservations
Print the run sheet
Print booth layout
Make name badges
2 people
Sort wristbands
2 people
Gather music files
Check workshop materials
2 people
Place catering order
Prepare promotional materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Inspect the rooms
2 people
Check the floors
2 people
Set up tables and chairs
4 people
Mark the dance floor
2 people
Mark stalls
3 people
Welcome exhibitors
3 people
Hand Out Booth Materials
2 people
Have exhibitors set up
4 people
Connect sound equipment
2 people
Test microphones
2 people
Test the music
2 people
Test the lighting
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up workshop rooms
3 people
Hang up signage
2 people
Clear emergency routes
2 people
Give the team briefing
3 people

Event

Welcome visitors
4 people
Handle registrations
3 people
Distribute program
2 people
Support exhibitors
2 people
Give the opening speech
2 people
Assist dance demonstrations
3 people
Lead the workshops
4 people
Play the music program
Manage microphones
Announce the schedule
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Remove catering waste
2 people
Check toilets
2 people
Keep the dance floor clean
2 people
Register lost and found items
Wave goodbye to visitors
3 people

Aftercare

Have exhibitors take down their stands
4 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Dismantle furniture
4 people
Collect tableware
3 people
Separate waste
3 people
Clean up catering
3 people
Clean rooms
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Handle lost and found
Send thank-you messages
Share photos with participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Changing room screensqty 6
Clothes racksqty 8
Mirrorsqty 6
Dance floor panelsqty 30
Table skirtsqty 12

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Laptop
Spare batteriesqty 12
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Cash register tablet
Payment terminal

Lighting

LED spotlightsqty 8
String lightsqty 6
Standing lampsqty 4

Decorations

Backdropsqty 4
Balloonsqty 100
Buntingqty 8
Poster elementsqty 12
Directional signsqty 10
Chalkboardsqty 6
Table signsqty 20

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Serving bowlsqty 16
Pliersqty 8
Bottle openersqty 4

Sports equipment

Yoga matsqty 40
Dance ribbonsqty 20
Hand fansqty 20
Practice blocksqty 20
Elastic bandsqty 20
Water dispensersqty 3
Towelsqty 40

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and programme before contacting dance schools and exhibitors. Keep the final programme in one run sheet so workshop times, demonstrations and booth locations match across every communication.
Open registration only after the core programme is confirmed. Process registrations in batches, record dietary requirements and check reservations early enough to correct missing or duplicate entries.
Print the run sheet, booth layout and name badges before event day. Also sort wristbands and prepare directional and table signs together, so check-in staff are not still assembling materials when doors open.
Test the full sound setup with the actual laptop, mixer, active speakers, subwoofers and wireless microphones. Check spare batteries, power strips, extension cords and cable mats before participants begin using the rooms.
Treat venue setup as a safety check, not just decoration. Inspect each room, check the floors, mark the dance floor, secure cables and position mirrors, changing room screens, tables and chairs before adding backdrops or lights.

Frequently asked questions

How far in advance should I organise a dance fair?: Set the date and programme at least 8 to 12 weeks before the fair. Use that lead time to contact dance schools and exhibitors, plan workshops and demonstrations, and open registration once the main schedule is confirmed.
When should dance fair registration close?: Close registration 5 to 7 days before the event if you need accurate name badges, wristbands, catering numbers and dietary requirements. Keep a short late-registration process only if your venue and catering order can handle changes.
How many sound checks are needed for a dance fair?: Plan one technical check before the event and a second check after the room is fully set up. Test every microphone, music file, speaker, subwoofer and connection, then keep spare batteries available for the event day.
What should I prepare the day before a dance fair?: Print the run sheet and booth layout, make name badges, sort wristbands, gather music files, check workshop materials and place the catering order. Chill drinks and group signage and registration materials so setup takes less time on the morning.

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.