Dance Performance Checklist

A dance performance runs smoothly when the program, performers, audience setup, and technical details are confirmed in the right order. Start with the date, venue, dance groups, and performance schedule, then allow time for registrations, ticket sales, catering, and printed booklets. In the final week, test every music file, confirm clothing and props, and finish the lighting and seating plan. On the day, open the venue early enough to clear deliveries, set up backstage areas, and brief the staff before the audience arrives.

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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 dance groups
2 people
Create the performance program
2 people
Collect participant details
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Track ticket sales
2 people
Design program booklets
Print program booklets
Confirm reservations
Order catering
2 people
Gather technical requirements
2 people
Gather music files
2 people
Test music files
2 people
Check Dance Floor
2 people
Check clothing and props
3 people
Create lighting plan
2 people
Set up audience seating
2 people
Create staff briefing
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people

Event

Open venue
2 people
Clear the loading area
2 people
Unload materials
4 people
Clean the dance floor
2 people
Set up audience seating
4 people
Set up tables for reception
2 people
Set up the reception desk
2 people
Hang up decorations
3 people
Set up the cloakroom
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up lighting
2 people
Test the equipment
3 people
Prepare the music order
Set up changing rooms
3 people
Lay out costumes
3 people
Set up props
2 people
Set up catering
3 people
Chill drinks
2 people
Set up coffee station
2 people
Check entrance and route
2 people
Welcome performers
2 people
Register performers
2 people
Welcome the audience
4 people
Check tickets
2 people
Hand out programs
2 people
Staff the cloakroom
2 people
Give the opening speech
Guide the first dance block
3 people
Serve break snacks
3 people
Refill drinks
2 people
Guide the second dance block
3 people
Check changing rooms
2 people
Serve evening catering
4 people
Refill drinks
2 people
Check public area
2 people
Guide the third dance set
3 people
Deliver the closing speech
See the audience out
3 people
Handle the cloakroom
2 people
Assist performers
2 people
Store leftovers safely
2 people
Turn off the sound equipment
2 people

Aftercare

Remove decorations
3 people
Clear away chairs and tables
4 people
Collect tableware
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the audience area
3 people
Clean changing rooms
2 people
Clean the dance floor
2 people
Dismantle technical equipment
3 people
Load materials
4 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Return costumes and props
2 people
Process expenses and receipts
Send thank-you messages

What to bring

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

Furniture

Audience chairsqty 110
Foldable tablesqty 8
Reception desk
Coat racksqty 4
Changing room chairsqty 20
Clothes racksqty 6
Waste binsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Audio cablesqty 6
Laptop
USB backupqty 2
Power stripsqty 8
Extension cordsqty 10
Gaffer tapeqty 6

Lighting

LED spotlightsqty 6
Light standsqty 2
Light filtersqty 12

Decorations

Theater curtainsqty 2
Decorative fabricqty 4
String lightsqty 6
Flower arrangementsqty 6
Program standsqty 4
Directional signsqty 8
Name badgesqty 30

Tableware

Coffee cupsqty 60
Drinking glassesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Serving plattersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Microfiber clothsqty 20
Glovesqty 12
Laundry basketsqty 6

Catering

Groceries

Paper goods

Program bookletsqty 130
Admission ticketsqty 120
Registration formsqty 40
Pensqty 20
Sticky notesqty 6

Clothing

Clothing coversqty 40
Clothes hangersqty 80
Mirrorsqty 4
Clothes brushesqty 4

Other

Prop boxesqty 8
Storage boxesqty 10
Hand trucksqty 2
Safety scissorsqty 4

Tips

Confirm the venue and dance groups before publishing invitations. Lock the performance program early enough to collect participant details, dietary requirements, and accurate booklet content.
Set a clear deadline for registrations and ticket sales, ideally several days before the performance. This gives you time to confirm reservations, order catering, and prepare seating numbers.
Test every music file before the event and keep a USB backup with the laptop. Check the active speakers, mixer, microphones, cables, power strips, and extension cords before performers arrive.
Plan the backstage area as carefully as the audience area. Clothes racks, changing-room chairs, name badges, clothing, and props should be ready before the first group needs to change.
Open the venue with enough setup time for the dance floor, LED spotlights, curtains, audience chairs, reception desk, signs, coat racks, drinks, and waste bins. Use gaffer tape to secure cables and mark any areas that must stay clear.

Frequently asked questions

How far in advance should I organise a dance performance?: Confirm the date, location, and dance groups at least 8 to 12 weeks ahead. Use the remaining weeks for registrations, ticket sales, catering, technical planning, and printed program booklets.
When should I test the music for a dance performance?: Test all music files at least 7 days before the performance, then run a second sound check at the venue on the day. Keep the files on both the laptop and a USB backup.
How many chairs do I need for a dance performance?: Prepare one audience chair for every confirmed seat, plus about 5% extra if the venue allows it. Finalise the number after ticket sales close so seating, programs, and catering match attendance.
What should be ready backstage before dancers arrive?: Have clothes racks, changing-room chairs, clothing, props, name badges, and the running order ready at least 60 minutes before the first group checks in. This leaves time to solve missing items without delaying the program.

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.