Dance performance checklist: from first booking to curtain call

A dance performance needs more than a program and a stage. You need to align dance groups, choreographers, music files, technical requirements, tickets, catering, and venue access before show day. This checklist puts the work in a practical order, including details that are easy to leave until the last minute. Use it to track the plan from confirming the date and location through the technical rehearsal, audience setup, backstage preparation, and final opening of the venue.

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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 program and playlist
2 people
Confirm dance groups and choreographers
2 people
Gather technical requirements
2 people
Make venue reservations
Check permits and insurance
2 people
Design invitations
Send invitations
2 people
Open ticket sales
2 people
Process registrations
Collect dietary requirements
Post promotion on social media
Send press release
Order catering
2 people
Plan the technical rehearsal
2 people
Gather music files
2 people
Check music files
2 people
Develop the run sheet
2 people
Print the program
Prepare name badges
Do the shopping
2 people
Collect materials
3 people
Pre-sort decorations
2 people
Open venue
2 people
Clear the loading and unloading area
2 people
Unload materials
4 people
Check the stage floor
2 people
Clean the dance floor
2 people
Set up audience seating
4 people
Place tables at the entrance
2 people
Set up the cloakroom
2 people
Hang up decorations
3 people
Set up entrance and wayfinding signs
2 people
Set up lighting equipment
3 people
Connect sound equipment
3 people
Test microphones
2 people
Test music and cues
2 people
Set up catering
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare programs and badges
2 people
Set up backstage
3 people
Prepare the changing rooms
2 people

Event

Welcome dancers
3 people
Register dancers
2 people
Give technical briefing
3 people
Open the doors
2 people
Check tickets
3 people
Welcome visitors
3 people
Hand out programs
2 people
Staff the cloakroom
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Escort audience to the hall
3 people
Facilitate the first performance
4 people
Take care of the break
3 people
Assist with the second performance
4 people
Set up dinner for dancers
3 people
Provide dancers with food
2 people
Guide the evening performance
4 people
Guide the audience to the exit
3 people
Manage coat check
2 people
Serve the final drinks
2 people

Aftercare

Turn off the sound equipment
2 people
Switch off lighting equipment
2 people
Pack leftover catering
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Load materials
4 people
Lock up the venue
2 people
Return equipment
2 people
Return materials
2 people
Store unused groceries
Register lost and found items
Send thank-you message
Archive photos and files

What to bring

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

Furniture

Audience chairsqty 180
Foldable tablesqty 12
Beer tablesqty 4
Changing room chairsqty 20
Clothes racksqty 6
Wardrobe tablesqty 2
Coat racksqty 4
Waste binsqty 8

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Small platesqty 80
Dinner platesqty 80
Dessert platesqty 100
Cutlery setsqty 100
Serving traysqty 20
Pitchersqty 12
Coffee potsqty 6
Teapotsqty 4

Equipment

Laptopsqty 2
Music playback devicesqty 2
Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Spare flashlightsqty 6

Decorations

Backdrop clothqty 2
Decorative clothsqty 8
Flower arrangementsqty 10
Tableclothsqty 12
Stage signsqty 10
Directional signsqty 12
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Painter's tapeqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 6
Food warmersqty 4
Thermos flasksqty 8
Induction platesqty 2
Kettlesqty 3
Corkscrewsqty 3
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8
Waste binsqty 4
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
Bottle openersqty 4
Wine coolersqty 4
Drink dispensersqty 4
Serving traysqty 8
Coffee scoopsqty 4
Bread basketsqty 10
Tiered traysqty 6
Drink cratesqty 12
Ice packsqty 24
Food containersqty 250
Tray coversqty 8

Paperwork

Program leafletsqty 220
Participant badgesqty 80
Ticket listsqty 4
Pensqty 20
Clipboardsqty 6
Name stickersqty 100
Registration formsqty 100
Run sheetsqty 15
Sticky notesqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
High-visibility vestsqty 8
Cable matsqty 12
Fire extinguishersqty 4
Non-slip matsqty 10

Backstage

Mirrorsqty 6
Clothes hangersqty 100
Clothing coversqty 50
Makeup mirrorsqty 6
Makeup lightingqty 6
Collapsible cratesqty 20
Towelsqty 30
Garment bag labelsqty 100

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Protective blanketsqty 10

Tips

Schedule the technical rehearsal before the performance date is fixed in everyone’s calendar. Allow at least 2–3 hours to test the mixer, active speakers, microphones, LED spotlights, music playback devices, and every connection.
Collect final music files at least 7 days before the show, then check each file on the actual playback device. Keep a second copy on a separate laptop or drive and label the files in the same order as the run sheet.
Confirm venue access and loading arrangements in writing at least 1 week ahead. A clear loading and unloading area, extension cords, power strips, gaffer tape, and spare batteries prevent small technical delays from affecting the opening time.
Plan backstage capacity as carefully as audience seating. Count changing room chairs, clothes racks, wardrobe tables, and coat racks against the number of performers, and prepare name badges before groups arrive.
Close ticket registrations 24–48 hours before the performance if you need final numbers for catering and seating. Print the program, confirm dietary requirements, and prepare serving trays, pitchers, glasses, plates, and cutlery before opening the venue.

Frequently asked questions

How far in advance should I organise a dance performance?: Start at least 8–12 weeks before the performance. Confirm the date, venue, dance groups, choreographers, program, permits, insurance, ticketing, and technical requirements first; leave the final 7 days for file checks, printing, shopping, and confirmations.
When should the technical rehearsal take place?: Hold it 1–3 days before the performance when possible, with all groups, music files, and key equipment available. Reserve 2–3 hours so you can test entrances, transitions, microphones, speakers, lighting, and the full run sheet.
How many chairs and tables do I need for a dance performance?: Plan one audience chair per expected guest, plus a small reserve of about 5% if space allows. Count separate chairs and tables for changing rooms, the wardrobe area, registration, catering, and any program or name-badge station.
When should I order catering for a dance performance?: Confirm catering quantities 5–7 days before the event, after ticket registrations and dietary requirements are collected. Reconfirm the delivery time, serving equipment, and final headcount 24–48 hours before doors open.

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.