Dance Festival Planning Checklist

A dance festival needs more than a good music programme and enthusiastic instructors. You need a clear order for confirming the venue, planning workshops, opening registration, arranging volunteers and testing the sound setup. Start with the date and location, then build the programme and registration process before ordering catering or renting equipment. This checklist covers the practical details that are easy to leave until the final week, including dietary requirements, music files, name badges, printed workshop lists and chilled storage.

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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 date and location
2 people
Contact dance instructors
2 people
Compile the music program
2 people
Plan workshops
3 people
Confirm reservations
Open participant registration
Send invitations
2 people
Distribute promotional posters
3 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Publish the program
Send participant information
Send artist information
Gather music files
2 people
Check the playlist
2 people
Calculate catering quantities
2 people
Inventory materials
2 people
Rent missing equipment
2 people
Prepare name badges
2 people
Print workshop lists
Print the run sheet
Check the shopping list
2 people
Do the shopping
3 people
Store chilled products
2 people
Pick up venue keys
2 people
Inspect the rooms
2 people
Clean the floors
3 people
Set up tables and chairs
4 people
Mark dance floor areas
2 people
Set up the reception desk
2 people
Set up catering table
3 people
Connect sound equipment
3 people
Test the music
2 people
Install lighting
3 people
Hang up decorations
3 people
Prepare registration materials
2 people
Set out workshop bags
3 people
Prepare snacks
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Check toilets
2 people
Clear emergency routes
2 people
Brief volunteers
3 people

Event

Receive participants
4 people
Check off registrations
3 people
Hand out name badges
2 people
Lead the first dance
3 people
Lead the workshops
6 people
Provide music between workshops
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep dietary options separate
2 people
Keep the break room tidy
2 people
Announce workshop changes
Guide the performances
3 people
Oversee the open dance floor
3 people
Operate lighting during performances
Check the sound level
Empty trash bins
2 people
Clean the toilets in between
2 people
Announce the closing
Check out visitors
3 people

Aftercare

Turn off the sound equipment
2 people
Finalizing food and drinks
3 people
Remove decorations
3 people
Put furniture back
4 people
Collect tableware
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Sweep and mop floors
3 people
Thoroughly clean the toilets
2 people
Pack equipment
3 people
Check borrowed materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Hand over the venue
2 people
Collect lost and found items
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Coat racksqty 4
Changing room screensqty 6
Storage cratesqty 12

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Cake platesqty 100
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving plattersqty 12

Decorations

Tableclothsqty 10
Buntingqty 8
Balloonsqty 150
Paper fansqty 20
Directional signsqty 12
Program postersqty 20
Name badgesqty 180
Badge holdersqty 180

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 6
Power banksqty 4
Mobile phonesqty 3
Clipboardsqty 8
Pensqty 30

Lighting

LED spotlightsqty 8
String lightsqty 6
Lighting standsqty 4
Spare bulbsqty 12
Flashlightsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 20

Cleaning

Waste binsqty 10
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 24

Safety

First aid kitsqty 2
Non-slip matsqty 12
Barrier tapeqty 4
Work glovesqty 8

Catering

Groceries

Tips

Confirm the date and location before contacting instructors or opening registration. Once the venue is fixed, check its capacity, changing-room space, power supply and access times so the floor plan and equipment list are realistic.
Set workshop capacity and registration deadlines before sending invitations. Leave at least 7 days between the registration deadline and the festival so you can process sign-ups, collect dietary requirements, print workshop lists and prepare name badges.
Publish the programme only after the instructors, music files and workshop times are confirmed. Send participant information at least 3 days beforehand, including arrival details, workshop choices, what to bring and any changes to the schedule.
Test the complete sound chain before doors open: laptop, mixer, active speakers, wireless microphones, microphone stands, audio cables, extension cords and power strips. Keep a tested backup playlist and the run sheet with the sound operator.
Calculate catering by meal and by person, then shop close enough to the event to keep chilled products fresh. Check reusable cups, coffee cups, plates, cutlery and serving platters against the expected attendance instead of relying on a general 'enough' estimate.

Frequently asked questions

How far in advance should I organise a dance festival?: Start planning at least 8 to 12 weeks before the event. Confirm the date and location first, then book instructors, build the workshop programme and open registration early enough to track attendance and catering needs.
When should dance festival registration close?: Close registration 7 days before the festival if possible. This gives you time to process registrations, collect dietary requirements, print workshop lists and prepare name badges without changing the programme at the last minute.
When should I send information to dance festival participants?: Send the main participant information at least 3 days before the event. Include the published programme, arrival time, room directions, workshop details and any practical instructions about changing rooms or equipment.
How do I prepare the music and sound system for a dance festival?: Gather all music files and check the playlist at least 2 days before the festival. Test every cable, microphone, speaker, mixer and power connection in the actual room, then keep the run sheet and a backup playlist available on the event day.

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.