Dance Performance Planning Checklist

A dance performance needs more than a running order and a stage. You need confirmed groups, timed performances, rehearsal space, music files, lighting, changing areas, audience registration, and volunteers who know their jobs. Start with the venue and date, then build the programme before sending invitations. In the final week, check every costume, prop, cable, ticket, dietary requirement, and guest-list detail so the event runs smoothly from arrival to the last performance.

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 venue
2 people
Reserve rehearsal space
Confirm dance groups
2 people
Compile program
2 people
Record performances and times
2 people
Design invitations
Send invitations
2 people
Open registrations
Post promotion online
Hang posters
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Print the program
Prepare tickets and guest list
Gather music files
2 people
Check music rights
Create lighting plan
2 people
Check clothing and accessories
3 people
Check decor and props
2 people
Order catering
Check the shopping list
2 people
Create final guest list
Prepare a volunteer briefing
Do the shopping
3 people
Bring materials to the hall
4 people
Check the hall floor
2 people
Set up changing rooms
3 people
Clean the audience area
3 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Set up props
2 people
Set up lighting equipment
3 people
Connect sound
3 people
Load music
2 people
Test microphones
2 people
Test lighting settings
2 people

Event

Welcome dancers
3 people
Register dancer attendance
Distribute costumes
3 people
Guide to the changing rooms
2 people
Run a full rehearsal
5 people
Set out break drinks
3 people
Welcome the audience
4 people
Check tickets
3 people
Hand out programs
2 people
Manage the cloakroom
2 people
Open the doors
2 people
Start the show
3 people
Operate sound and lighting
2 people
Coordinate stage changes
3 people
Serve drinks
3 people
Refill drinks
2 people
Announce break
Guide the audience back to the hall
3 people
Lead the applause moment
Welcome the dancers
3 people
Issue the cloakroom
2 people
Guide the audience to the exit
3 people

Aftercare

Collect costumes
3 people
Gather props
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the audience area
3 people
Clean changing rooms
2 people
Dismantle sound and lighting
3 people
Load materials
4 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items
Leave the hall tidy
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 8
Coat racksqty 4
Changing room benchesqty 6
Dressing room tablesqty 6
Waste binsqty 8

Tableware

Water glassesqty 180
Coffee cupsqty 80
Tea glassesqty 80
Serving traysqty 8
Coffee spoonsqty 80
Small bowlsqty 12

Decorations

Backdrop clothsqty 4
Paper garlandsqty 12
Balloon archesqty 2
Flower arrangementsqty 6
Tableclothsqty 8
Photo backdrop
Program standsqty 4
Directional signsqty 12
Clothes racksqty 6
Clothing coversqty 40
Costume mirrorsqty 4
Makeup mirrorsqty 8
Prop cratesqty 6
Clothes hangersqty 80

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Backup USB sticksqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6
Cable tiesqty 100

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Flashlightsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Ice cube traysqty 8
Cutting boardsqty 4
Serving bowlsqty 12
Pliersqty 8
Measuring cupsqty 2
Ice packsqty 20

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24
Laundry basketsqty 4

Catering

Groceries

Tips

Confirm the venue, date, rehearsal space, and participating dance groups before publishing invitations. Keep one written programme with performance names, group contacts, set-up needs, and exact running times.
Record the length of every performance and add changeover time between groups. A five-minute costume or prop change can affect the whole schedule, so include it before printing the programme.
Gather music files early and test them on the actual laptop, mixer, and active speakers. Keep two backup USB sticks and label each track with the group name and performance order.
Plan backstage movement as carefully as the audience area. Provide changing-room benches and tables, mark entrances and exits, and brief volunteers on performers, guest registration, dietary requirements, and timing.
Do the final equipment and catering check at least 24 hours before the performance. Test wireless microphones, stands, extension cords, power strips, cable trays, and gaffer tape, then prepare tickets, the final guest list, programmes, signs, and serving items.

Frequently asked questions

How far in advance should I organise a dance performance?: Start at least 8 to 12 weeks before the performance. Confirm the venue, date, dance groups, rehearsal space, programme structure, and music requirements first; send invitations only after those details are stable.
How much rehearsal time does a dance performance need?: Allow at least one scheduled rehearsal for every participating group, plus a full technical run-through 1 to 2 weeks before the event. Reserve extra time for entrances, exits, music cues, lighting, costume changes, and prop placement.
When should I send invitations for a dance performance?: Open registrations and send invitations about 4 to 6 weeks before the performance. Set a registration deadline 7 to 10 days before the event so you can collect dietary requirements, prepare tickets, and create the final guest list.
When should I prepare the sound and lighting plan?: Create the first sound and lighting plan at least 3 weeks before the performance, once the programme and performance times are recorded. Test the equipment and final cues during the technical rehearsal, no later than 7 days before showtime.

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.