Dance Festival Checklist

A dance festival needs more than a timetable and a good playlist. This checklist takes you from confirming the date and venue through registrations, programming, equipment, safety and the final shopping run. Plan the dance programme before booking teachers and DJs, then match the floor plan to your sound, lighting and changing-room needs. Use the final week to confirm volunteers, dietary requirements, weather plans and attendee information so the event day is spent running the festival, not solving avoidable gaps.

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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
Check permits and notifications
2 people
Put together the dance program
3 people
Book Dance Teachers and DJs
2 people
Check music rights
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve audio equipment
2 people
Reserve lighting equipment
2 people
Recruit volunteers
2 people
Assign volunteer tasks
2 people
Create the program and floor plan
2 people
Design signage
Order wristbands and tickets
Check insurance
Arrange first aid
2 people
Determine emergency exits
2 people
Check the weather forecast
Send program to attendees
Check stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store groceries refrigerated
2 people
Sort decorations
2 people
Bring materials to the venue
4 people

Event

Open venue
2 people
Set up dance floor
4 people
Set up tables and chairs
4 people
Set up the sound system
3 people
Set up lighting
3 people
Tape down cables securely
2 people
Hang decorations
3 people
Set up the information desk
2 people
Set up registration desk
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tableware and cutlery
2 people
Test the equipment
3 people
Set up emergency and safety equipment
2 people
Give staff briefing
3 people
Receive participants
4 people
Check tickets and wristbands
3 people
Lead the first dance
3 people
Lead dance workshops
5 people
Run the music program
2 people
Serve snacks
4 people
Refill drinks
3 people
Serve special meals separately
2 people
Direct the public to activities
2 people
Keep the dance floor safe
2 people
Empty trash bins
2 people
Wash dishes
2 people
Announce the final dance round
Ensure visitors leave safely
3 people

Aftercare

Turn off the sound equipment
2 people
Switch off lighting equipment
2 people
Pack food and drinks safely
2 people
Dismantle furniture
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the venue
4 people
Clean tableware and supplies
3 people
Return materials
3 people
Return sound equipment
2 people
Return lighting equipment
2 people
Collect lost and found items
Donate or dispose of leftovers
2 people
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Party tentsqty 3
Changing room screensqty 4
Clothes racksqty 4

Equipment

Active speakersqty 4
Subwoofersqty 2
Mixer
Turntablesqty 2
DJ headphonesqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable matsqty 12
Laptopqty 2
Spare batteriesqty 24
First aid kitsqty 2
Flashlightsqty 6
Fire extinguishersqty 4

Sports equipment

Modular dance floorqty 60
Yoga and Dance Matsqty 30
Dance ribbonsqty 30
Warm-up blocksqty 20

Lighting

LED light barsqty 8
LED spotlightsqty 6
String lightsqty 10
Battery lanternsqty 8

Decorations

Fabric clothsqty 12
Balloonsqty 200
Balloon weightsqty 12
Buntingqty 10
Plantsqty 12
Photo backdrop
Directional signsqty 12
Program postersqty 20

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 120
Serving traysqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Ice cube traysqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Measuring cupsqty 4
Food containers with lidsqty 20

Catering

Water dispensersqty 4
Coffee machinesqty 3
Teapotsqty 3
Cash registersqty 2
Payment terminalsqty 2
Wristbandsqty 250
Name stickersqty 250
Napkinsqty 500
Groceries

Cleaning

Waste binsqty 12
Mop setsqty 4
Bucketsqty 6
Dustpans and brushesqty 6
Vacuum cleanersqty 2
Cleaning clothsqty 30
Glovesqty 30
Disinfectantqty 6
Trash bag holdersqty 12
Toilet brushesqty 4

Tips

Lock in the date, venue and permit requirements first. Check whether notifications, insurance and emergency arrangements must be submitted several weeks before the festival, rather than waiting until registrations are open.
Build the programme around realistic changeovers. Leave at least 15 minutes between dance sessions for teachers, DJs and participants to move, and make sure the floor plan allows clear access to exits.
Test the complete audio and lighting setup before event day. Connect the mixer, speakers, subwoofers, microphones, turntables and cable runs together, then mark cables with mats where people will cross them.
Set a volunteer briefing time at least 60 minutes before doors open. Give each person one defined job, including registration, floor support, changing areas, first aid or emergency guidance.
Send the final programme and practical information 3–5 days before the festival. Include arrival instructions, session times, food information and what attendees need to know about the dance floor, mats and changing areas.

Frequently asked questions

How far in advance should I organise a dance festival?: Start at least 8–12 weeks ahead for a small or medium festival. Confirm the date, venue, permits, teachers, DJs, equipment and insurance first; open registrations only after those essentials are secure.
How many volunteers do I need for a dance festival?: Plan for at least 1 volunteer per active area, plus 2 people who can cover breaks and unexpected problems. For example, registration, floor support, changing areas and first aid should not all depend on one person.
How much audio equipment do I need for a dance festival?: Use a complete tested setup with active speakers, subwoofers, a mixer, microphones and the required DJ equipment. Allow at least 60–90 minutes before doors open for soundcheck, cable routing and fixing feedback or power issues.
When should I send the dance festival programme to attendees?: Send the final programme 3–5 days before the event, after registrations and dietary requirements are checked. Send an updated message sooner if session times, venue access or weather arrangements change.

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