Dance marathon checklist for a well-run fundraiser

A dance marathon needs more than a playlist and a dance floor. You have to coordinate registrations, charity donations, DJs, music rights, volunteers, food, drinks and the room setup without losing track of the timing. Start with the date, venue and charity, then build the programme and confirm suppliers before handling printed materials and shopping. This checklist gives you a practical order for the work, including the details people often leave until the last day.

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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
Confirm the charity
2 people
Create a registration form
Send invitations
2 people
Post promotion online
2 people
Process registrations
Collect dietary requirements
Register volunteers
2 people
Compile the music program
2 people
Check music rights
Confirm DJs or music teams
Order catering
2 people
Order drinks
Arrange prizes for the fundraiser
2 people
Arrange a payment method for donations
2 people
Create floor plan
Print the run sheet
Print participant list
Sort wristbands
2 people
Check materials
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Confirm participants
2 people
Open venue
2 people
Inspect the floor and space
2 people
Set up tables and chairs
4 people
Mark off the dance floor
3 people
Set up sound equipment
3 people
Test sound equipment
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up the donation point
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Check toilets
Prepare first aid supplies
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out wristbands
2 people
Give the opening speech
Start the dance marathon
2 people
Play music
2 people
Guide participants
3 people
Restock water points
2 people
Refill drinks
2 people
Serve snacks
3 people
Register donations
2 people
Guide the photo moment
2 people
Announce breaks
Restock light snacks
2 people
Empty trash bins
2 people
Keep the floor clear
2 people
Announce the final amount
See participants off
3 people

Aftercare

Turn off the sound equipment
2 people
Pack leftover food
3 people
Collect tableware
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Transfer donations
2 people
Send thank-you message
Publish results

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Tall cocktail tablesqty 4
Tableclothsqty 12
Clothes racksqty 2
Waste binsqty 8

Tableware

Reusable drinking glassesqty 120
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 10

Equipment

Active speakersqty 2
Mixer
DJ controller
Microphonesqty 2
Microphone standsqty 2
Speaker standsqty 2
Extension cordsqty 4
Power stripsqty 8
Laptop
Charging cablesqty 6

Lighting

LED light barsqty 6
Atmosphere lightsqty 8
String lightsqty 4

Sports equipment

Dance floor tilesqty 40
Floor markingsqty 2
Wristbandsqty 120
Stretch matsqty 20
Towelsqty 80
Fansqty 4

Decorations

Balloonsqty 200
Balloon pumpqty 2
Buntingqty 12
Announcement signsqty 8
Directional signsqty 10
Photo backdrop
Photo propsqty 20
Donation boxesqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Ice packsqty 24

Cleaning

Mopqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Laundry basketsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the dance marathon. Use the final participant list to prepare wristbands, collect dietary requirements and confirm how much catering and how many drinks you need.
Build the music programme before confirming the DJs or music teams. Check music rights at least 2 weeks before the event, and test the mixer, DJ controller, microphones, active speakers and laptop together before guests arrive.
Make a separate donation process instead of relying on cash alone. Test the payment method at least 3 days beforehand, display the instructions clearly and prepare any fundraiser prizes before the first participant checks in.
Create the floor plan before placing tables and chairs. Mark the dance area, stretch mats, registration point, food and drinks, waste bins, speaker stands and cable routes so extension cords and power strips do not cross busy walking paths.
Use the final 24 hours for perishable items and cold drinks, not major decisions. Chill drinks, collect fresh produce, prepare snacks and check the printed run sheet, participant list, wristbands and equipment before setup begins.

Frequently asked questions

How far in advance should I plan a dance marathon?: Start at least 6 to 8 weeks before the event. Confirm the date, venue and charity first, then allow time for registration, promotion, volunteers, music, catering and equipment checks.
How many volunteers do I need for a dance marathon?: Plan at least 1 volunteer for every 20 to 25 participants, plus one person coordinating the event. Add separate cover for registration, donations, food and drinks, and technical support during the programme.
When should I confirm the final number of dance marathon participants?: Close registrations 5 to 7 days before the event and confirm participants again 1 to 2 days before. This gives you a reliable number for wristbands, food, drinks, seating and the participant list.
What should I test before a dance marathon starts?: Test the speakers, mixer, DJ controller, microphones, laptop, charging cables and lighting at least 2 hours before arrival. Also check the dance floor, floor markings, power connections and the printed run sheet.

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.