Dance Fair Checklist: What to Arrange and When

A dance fair brings exhibitors, dance schools, workshops, demonstrations and visitors into one busy programme. Start with the venue and participating organisations, then move to registrations, catering, the floor plan and technical checks. The final week is mostly about turning confirmed details into badges, signage, printed programmes and clearly numbered stands. This checklist helps you see what needs attention early, especially the details that are easy to leave until the last few days.

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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

Confirm venue and hall
Contact exhibitors
2 people
Invite dance schools
2 people
Register suppliers
Send invitations
2 people
Open online registrations
Compile program
2 people
Book workshops
2 people
Document demonstrations
2 people
Collect dietary requirements
Book catering
Order beverage delivery
Post promotion online
2 people
Create floor plan
Assign stand numbers
Inform exhibitors
2 people
Process registrations
2 people
Prepare name badges
2 people
Design signage
Print the program
2 people
Check stock
2 people
Do the shopping
2 people
Prepare materials
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up exhibition walls
4 people
Hang up stand numbers
2 people
Place mirrors
3 people
Mark off the dance floor
2 people
Connect the sound system
2 people
Test music and microphone
2 people
Check the lighting and power
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stands
2 people
Set up registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Register visitors
3 people
Lead the workshops
3 people
Announce Demonstrations
Operate the music during demonstrations
Support exhibitors
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Inform visitors at closure
2 people
Have exhibitors take down their stands
3 people
Turn off the sound system

Aftercare

Collect materials
4 people
Clear tables and chairs
4 people
Take down mirrors and booth walls
4 people
Wash dishes
3 people
Empty coolers
2 people
Sort waste
3 people
Clean the room
4 people
Clean the restrooms
2 people
Check for damage
2 people
Return borrowed items
2 people
Store unused stock
2 people

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Bar stoolsqty 8
Clothes racksqty 10
Folding benchesqty 4
Display wallsqty 12
Stage blocksqty 4
Bollardsqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Music cablesqty 4
Power stripsqty 8
Extension cordsqty 8
Rechargeable batteriesqty 12
Mirrorsqty 8

Lighting

LED spotlightsqty 8
String lightsqty 6

Sports equipment

Dance matsqty 20
Yoga matsqty 20
Stretch bandsqty 20
Towelsqty 30

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 24
Flower arrangementsqty 6
Directional signsqty 12
Program standsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Waste binsqty 10
Hand broomsqty 4

Catering

Groceries

Organization

Registration tablesqty 2
Name badgesqty 150
Badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Cash registersqty 2
Cash boxesqty 2
Wristbandsqty 200
Trade fair floor plansqty 200
Program bookletsqty 200
Ticket scannersqty 2
Cable tiesqty 100
Gaffer tapeqty 6
Scissorsqty 6
Paper tapeqty 8
Staplersqty 3
Staplesqty 5
Markersqty 12
Pen holdersqty 4
Table numbersqty 30
Clipboardsqty 12
Trade fair boxesqty 12
Storage binsqty 8

Tips

Confirm the hall layout before assigning exhibitor stands or booking workshops. You need enough room for tables, display walls, mirrors, dance mats and clear routes between demonstrations.
Open online registration as soon as the programme and workshop places are reliable. Keep a separate record of dietary requirements so the caterer has final numbers before ordering.
Test the sound setup in the actual hall, not just at home. Check the mixer, speakers, wireless microphones, laptop, music cables, power strips and extension cords together at least one day before the fair.
Print badges, signage and the programme before the event morning. Bring spare copies and label stand numbers clearly, because exhibitors often need directions while tables and display walls are still being set up.
Set a firm arrival sequence for suppliers, exhibitors and staff. Open the venue early enough to place tables and chairs, check stock, prepare materials, set up lighting and complete a microphone test before visitors arrive.

Frequently asked questions

How far in advance should I organise a dance fair?: Start confirming the venue, exhibitors and dance schools at least 8–12 weeks ahead. Open registrations once the programme and workshop schedule are stable, ideally 4–6 weeks before the fair.
How many drinks should I order for a dance fair?: For the first hour, allow roughly 2–3 drinks per person, then about 1 drink per person per additional hour. Add coffee, cups, glasses and serving equipment separately so the bar does not run short.
When should the dance fair floor plan be finished?: Complete a first floor plan 2–3 weeks before the event, after the main workshops and demonstrations are known. Freeze stand numbers and send the final layout to exhibitors at least 5–7 days beforehand.
What should I check on the morning of a dance fair?: Allow at least 2 hours for opening the venue, placing furniture, setting up equipment and checking stock. Test microphones and music, inspect power connections, put out signage and prepare badges before registration opens.

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.