Dance Marathon Planning Checklist

A dance marathon needs more than a playlist and an open floor. You need a clear programme, working sound equipment, registered participants, volunteers and enough food and drinks for long hours of activity. This checklist puts the work in a practical order, from confirming the venue and opening registrations to testing the speakers and setting up refreshments. It also covers details that are easy to leave until the last day, such as music rights, emergency contacts, wristbands and printed participant information.

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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
Create the program and music blocks
2 people
Open the registration form
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
Collect dietary requirements
Check music rights
Confirm reservation
Assign volunteers
2 people
Record emergency contact
Print the run sheet
Print participant list
Sort wristbands
2 people
Download music files
Test equipment
2 people
Set up music playlists
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare snacks
4 people
Wash and cut fruit
2 people
Prepare sandwiches
3 people
Set up the coffee and tea station
2 people
Set up tables
4 people
Set up chairs
3 people
Clear the dance floor
3 people
Set up sound equipment
3 people
Hang lighting
3 people
Tape down power cables securely
2 people
Hang up decorations
3 people
Place information signs
2 people
Set up registration desk
2 people
Lay out wristbands
Set out dishes and cups
2 people
Place waste stations
2 people
Check toilets
Perform sound check
2 people
Check safety route
2 people
Hold team briefing
6 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out wristbands
2 people
Give welcome briefing
Start the music
Play music blocks
Announcing dance rounds
Supervise breaks
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Wipe down tables
2 people
Check toilets periodically
Keep the dance floor clear
2 people
Check the sound level
Assist participants with complaints
Announce the final dance round
Wrap up music
See participants off
3 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Switch off equipment
2 people
Dismantle audio equipment
3 people
Remove lighting
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the floor
3 people
Clean the restrooms
2 people
Conduct the final venue check
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items
Inform participants about found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 30
Buffet tablesqty 3
Registration desk
High tablesqty 6
Coat racksqty 2
Stoolsqty 12
Changing room screenqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Bowlsqty 50
Forksqty 100
Knivesqty 100
Spoonsqty 100

Decorations

Balloonsqty 100
Balloon weightsqty 10
Buntingqty 12
Tableclothsqty 12
Dance floor sign
Wayfinding signsqty 8
Name badgesqty 100

Equipment

Active speakersqty 2
Music mixer
Music laptop
Microphoneqty 2
Speaker standsqty 2
Audio cablesqty 6
Power stripsqty 6
Extension cordsqty 8
Laptop charger
Power banksqty 4
Timerqty 2
Spare batteriesqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 20

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 6

Lighting

LED light stringsqty 6
LED spotlightsqty 4
Battery lanternsqty 4
Emergency lightingqty 2

Sports equipment

Yoga matsqty 20
Resistance bandsqty 10
Towelsqty 40
Water bottlesqty 40
Wristbandsqty 100
Timekeeping board

Catering

Groceries

Tips

Build the programme around defined music blocks and allow time for registration, breaks and handovers. Share the final run sheet with volunteers before event day so nobody has to guess what happens next.
Test the music laptop, mixer, active speakers, microphone, stands, cables, power strips and extension cords together at the venue. Do this at least one day before the marathon, not when participants are waiting to enter.
Open registration early enough to process responses and collect dietary requirements. Keep a final participant list and sort wristbands before setup begins so the registration desk can move quickly.
Plan refreshments for sustained activity rather than one short reception. Chill drinks in advance, prepare snacks and sandwiches close to serving time, and finish washing and cutting fruit on the day it is needed.
Walk through the venue using the wayfinding signs, dance floor sign, coat racks and changing room screen. Check that participants can find registration, toilets, changing space and refreshments without interrupting the dance area.

Frequently asked questions

How far in advance should I organise a dance marathon?: Start planning at least 6 to 8 weeks before the event. Confirm the date and location first, then allow time for registrations, music rights, volunteer assignments, shopping and equipment testing.
How many volunteers do I need for a dance marathon?: Plan for at least 1 volunteer at registration, 1 person coordinating the programme and 1 person monitoring refreshments and practical issues at any given time. Add cover for breaks and use the participant count to decide whether more floor support is needed.
When should I test the sound system for a dance marathon?: Test the complete setup at the venue at least 24 hours beforehand, including the music laptop, mixer, speakers, microphone, cables and power supply. Run the opening playlist and check that the microphone can be heard over the music.
When should I prepare food and drinks for a dance marathon?: Shop and chill drinks before event day where possible. Prepare sandwiches, snacks, coffee and tea close to opening, and wash and cut fruit on the day so it stays fresh during the marathon.

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.