Dance performance checklist

A dance performance involves more than rehearsals and choreography. You need a clear show schedule, a complete participant list, checked music files, ready costumes and a venue that can handle performers and audience flow. This checklist puts the work in a practical order, from confirming the date and venue to opening the doors. It also covers details that are easy to leave until the last day, such as backup music, changing-room setup, printed run sheets and chilled drinks.

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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 venue
2 people
Set the show schedule
3 people
Create rehearsal schedule
2 people
Compile the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Track ticket sales
2 people
Print the program
2 people
Assign volunteers
2 people
Gather music files
2 people
Check music files
2 people
Inventory dance costumes
3 people
Try on costumes
4 people
Repair costumes
2 people
Develop the decor design
3 people
Purchase decoration materials
2 people
Order catering
2 people
Buy supplies
2 people
Sort audience cards
2 people
Print the run sheet
Lay out costumes
3 people
Set music aside as backup
2 people
Chill drinks
2 people

Event

Open venue
2 people
Check the Venue
3 people
Check the stage floor
2 people
Set up chairs
5 people
Set up the reception desk
2 people
Set up the cloakroom
2 people
Set up decor
4 people
Hang up decorations
3 people
Set light positions
2 people
Connect the music
2 people
Test music and microphone
3 people
Test the technical backup
2 people
Set up catering
3 people
Set out drinks
2 people
Open artist registration
2 people
Dress dancers
5 people
Put makeup on the dancers
4 people
Lead the warm-up
2 people
Start welcoming guests
4 people
Check tickets
3 people
Escort audience to the hall
3 people
Announce the performance
Operate music during the performance
2 people
Operate lighting during the show
2 people
Guide to the changing rooms
3 people
Refill drinks
2 people
Serve break drinks
4 people
Serve snacks
3 people
Guide the audience back to the hall
3 people
Announce the farewell
Guide the audience to the exit
3 people
Prepare the evening performance
5 people
Welcome evening guests
4 people
Guide the evening performance
5 people
Hand out farewell flowers
2 people
See the crowd off
4 people

Aftercare

Collect costumes
4 people
Dismantle the decor
5 people
Switch off equipment
2 people
Put the chairs back
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Clean changing rooms
2 people
Collect lost and found items
Return materials
2 people
Wash costumes
2 people
Store decoration materials
2 people
Store unused stock
2 people

What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 3
Clothes hangersqty 180
Changing room benchesqty 8
Changing room screensqty 4

Equipment

Sound speakersqty 2
Music player
Spare laptop
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
USB sticksqty 3

Lighting

LED spotlightsqty 6
Light standsqty 3
Extension cordsqty 6

Decorations

Backdrop clothsqty 3
Decorative panelsqty 6
Decorative clothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Paper garlandsqty 8
Welcome sign
Program standsqty 4
Flower bouquetsqty 6

Tableware

Dinner platesqty 180
Dessert platesqty 180
Drinking glassesqty 220
Coffee cupsqty 80
Coffee spoonsqty 80
Forksqty 180
Cake forksqty 180
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 2
Thermos flasksqty 6
Drink dispensersqty 4
Plattersqty 8
Clothes steamersqty 2
Sewing kitsqty 3

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Confirm the venue and show schedule before sending invitations. Include rehearsal dates, registration deadlines and the time performers must arrive, so families and volunteers can plan around the full day.
Check every music file at least 7 days before the performance, then copy the final versions to two USB sticks and a spare laptop. Test the sound speakers, music player, microphones and extension cords at the venue.
Try on all costumes no later than 10 days before the show. Allow time to repair loose seams, label outfits and arrange changing-room benches, screens, coat racks and hangers.
Print the programme and run sheet 2 to 3 days before the performance, after ticket sales and participant details are final. Keep one extra printed copy for the sound operator and one for the stage or backstage area.
Assign volunteers with specific arrival times rather than general roles. You need coverage for registration, audience cards, changing rooms, refreshments, backstage movement and venue opening before performers arrive.

Frequently asked questions

How far in advance should I organise a dance performance?: Start confirming the date and venue at least 8 to 12 weeks ahead. Set the rehearsal schedule and participant registration early, then use the final 2 weeks for costume checks, technical testing and printed materials.
When should I check the music for a dance performance?: Check all music files at least 7 days before the show and test them on the equipment used at the venue. Prepare a backup on two USB sticks and a spare laptop, then run a final sound check on the day.
How early should dancers arrive before a performance?: Set performer arrival times 60 to 90 minutes before the first scheduled performance. This gives volunteers time to check costumes, organise changing rooms, position dancers and resolve missing items without delaying the audience.
When should costumes be ready for a dance show?: Complete try-ons and repairs at least 10 days before the performance. Lay out each costume in performance order the day before, including any accessories, so missing or damaged items can still be replaced.

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.