Dance party checklist: what to arrange and when

A dance party needs more than a playlist and a clear floor. This checklist takes you from choosing the date and location to testing the sound system, setting up the bar and welcoming guests. It also covers the jobs that are easy to leave too late, such as checking power outlets, confirming dietary requirements and chilling drinks. Work through the plan in order, then use the final guest list and run sheet to keep the event moving on the day.

Organize this event for free with Lizzt

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
Prepare the budget
2 people
Compile the music program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
2 people
Check permits
Collect contact details
Create the room layout
2 people
Check power outlets
2 people
Test sound equipment
2 people
Test the lighting plan
2 people
Create final guest list
Print the run sheet
Check deliveries
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare snacks
3 people
Sort decorations
2 people
Set up tables and chairs
4 people
Clear the dance floor
3 people
Set up the entrance
2 people
Set up the bar and serving area
3 people
Set up sound equipment
3 people
Set up lighting equipment
2 people
Tape down cables securely
2 people
Hang decorations
3 people
Check toilets
Display snacks
2 people
Set out drinks and glasses
3 people
Test music and microphone
2 people

Event

Open the entrance
2 people
Welcome guests
2 people
Provide music
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
Check toilets periodically
Keep the dance floor clear
Operate lighting
Announce the final round
Guide guests to the exit
2 people
Turn off the music

Aftercare

Store food and drinks safely
2 people
Switch off equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Sort waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Pack equipment
2 people
Return borrowed items
2 people
Store leftover stock

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Bar stoolsqty 6
Tableclothsqty 8
Coat racksqty 2
Bollardsqty 6
Coat hangersqty 100

Tableware

Reusable drinking glassesqty 100
Wine glassesqty 30
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Active speakersqty 2
Mixer
DJ controller
Microphoneqty 2
Laptop
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Fire extinguishersqty 2
First aid kits
Flashlightsqty 3
Spare audio cablesqty 6
Laptop stand

Lighting

LED light barsqty 4
Disco lightsqty 2
Atmosphere lightsqty 8
Batteriesqty 24

Decorations

Balloonsqty 150
Balloon arch
Buntingqty 10
Confetti-free table decorqty 8
Photo backdrop
Photo propsqty 20
Adhesive stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Frying pansqty 2
Thermos flasksqty 3

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 8
Pedal binsqty 4
Microfiber clothsqty 12
Floor squeegeesqty 2

Catering

Groceries

Tips

Check every power outlet before bringing in the sound and lighting equipment. Test the active speakers, mixer, DJ controller, microphone and laptop together, and keep extension cords, power strips and cable reels routed away from the dance floor.
Set the room layout before setup day, including the dance floor, bar, serving area, entrance, tables, chairs, coat racks and photo backdrop. Leave clear paths between the entrance, drinks and the nearest exit.
Finish registrations and dietary requirements before preparing food. Use the final guest list to estimate plates, cutlery, reusable drinking glasses and serving pieces instead of relying on last-minute shopping.
Chill drinks several hours before guests arrive, not during setup. Put the coolers and bar supplies in position first, then stock the serving area so the entrance and dance floor stay clear.
Print the run sheet and confirm deliveries on the day before the party. Allow at least 60 minutes before doors open for sound checks, lighting tests, table setup, decorations and a final safety walk-through.

Frequently asked questions

How far in advance should I plan a dance party?: Start planning at least 4 to 6 weeks ahead. Confirm the date and location first, then allow time for permits, reservations, invitations, registrations, music, equipment and deliveries.
How much time do I need to set up a dance party?: Allow 2 to 3 hours for a full setup, plus at least 60 minutes for testing sound and lighting. Tables, chairs, the bar, decorations and the dance floor usually take longer than expected.
How many drinks should I plan per guest for a dance party?: Plan on 2 to 3 drinks per person during the first hour, then about 1 drink per person per hour afterward. Add non-alcoholic options and chill them before guests arrive.
When should I send dance party invitations?: Send invitations 3 to 4 weeks before the party and set the registration deadline about 7 days before it. Use the final guest list to organize food, seating, glasses and the room layout.

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.