Dance Festival Checklist and Planning Guide

Organising a dance festival means coordinating performers, instructors, DJs, registrations, volunteers and a venue that can handle sound, movement and power needs. Start with the date, location, permits and schedule before promoting the event or accepting registrations. In the final week, confirm artist information, test the full audio and lighting setup, prepare refreshments and print the run sheet. This checklist helps you keep planning, equipment and front-desk work in step.

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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
Set the schedule and times
2 people
Book dance acts and instructors
2 people
Secure music and DJs
2 people
Make reservations
Check permits
Design invitations
Send invitations
2 people
Distribute promotional posters
2 people
Open online registrations
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Create volunteer schedule
2 people
Print the run sheet
Send artist information
Gather music files
2 people
Test equipment and power
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare the reception desk
2 people
Prepare materials
3 people
Clear the dance floor
3 people
Set up tables and chairs
4 people
Set up sound equipment
3 people
Install lighting
2 people
Test the music
2 people
Hang decorations
3 people
Mark the workshop rooms
2 people
Set up the tech table
2 people
Set up the catering table
3 people
Check toilets
Clear emergency exits
2 people
Prepare registration materials
2 people

Event

Welcome performers
2 people
Have the performers do a sound check
3 people
Welcome visitors
4 people
Check off registrations
3 people
Hand out wristbands
2 people
Lead the first dance
2 people
Lead the dance workshop
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Distribute workshop materials
2 people
Process competition registrations
2 people
Support the dance competition
4 people
Hand out judging forms
2 people
Collect judging forms
2 people
Keep the spectator area clear
2 people
Play the music program
2 people
Operate the lighting program
Announce breaks
Support awards ceremony
2 people
Announce evening program
Guide the free dance night
3 people
Collect waste
2 people
See off the last visitors
3 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
3 people
Remove decorations
3 people
Take down tables and chairs
4 people
Sweep the dance floor
2 people
Take waste to the bins
2 people
Wash dishes
3 people
Thoroughly clean the venue
4 people
Dismantle equipment
3 people
Count materials
2 people
Return borrowed items
2 people
Store leftovers
2 people
Collect lost and found items

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120
Waste binsqty 8
Stage blocksqty 4

Tableware

Reusable cupsqty 180
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 80
Coffee cupsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Speakersqty 4
Subwoofersqty 2
Mixer
Turntablesqty 2
DJ controller
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12

Decorations

Balloonsqty 100
Buntingqty 12
Backdrop clothqty 2
Stage drapesqty 4
Directional signsqty 12
Name badgesqty 120
Wristbandsqty 150
Trophiesqty 3
Jury tablesqty 2

Sports equipment

Yoga matsqty 30
Dance ribbonsqty 30
Hoopsqty 20
Marker discsqty 20

Kitchen

Coolersqty 4
Water jugsqty 8
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 20

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the schedule before sending invitations. Include arrival, soundcheck, workshops, performances, breaks, registration opening and closing times so artists, volunteers and attendees receive the same information.
Allow at least 30 minutes to test speakers, subwoofers, mixer, microphones, DJ equipment, lighting and power connections as one complete system. Test again after everything is placed in the venue.
Assign volunteers to fixed time slots rather than asking for general help. Cover registration, artist support, refreshments, floor changes and end-of-event clearing, with at least one person responsible for each area.
Prepare the reception desk before doors open, including registration information and any dietary requirements collected online. Keep a printed run sheet there so volunteers can check the next activity without searching through messages.
Chill drinks and prepare snacks close to opening time, not the day before. Plan serving platters, tongs, reusable cups, plates and cutlery together, and place waste bins where guests can reach them without crossing the dance floor.

Frequently asked questions

How far in advance should I organise a dance festival?: Start at least 8 to 12 weeks before the event. Confirm the date, location, permits, artists, DJs and schedule first; invitations, posters and online registration can follow once those details are stable.
When should I send dance festival invitations?: Send the main invitations 4 to 6 weeks before the festival. Open online registration at the same time, then review registrations and dietary requirements weekly until the final week.
How long before a dance festival should I test the equipment?: Complete a full sound and lighting test at least 1 to 2 days before the event, if the venue allows it. On the day, allow another 30 minutes before doors open for cable, power, microphone and DJ checks.
How many volunteers do I need for a dance festival?: Plan at least 1 volunteer for each active area: reception, artist support, refreshments, floor changes and closing. For a small festival, schedule 5 people per shift and add one extra person if several workshops or performances overlap.

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.