Dance performance checklist: what to arrange and when

A dance performance depends on more than choreography and costumes. You need to lock in the venue and performance times, organise rehearsals, confirm every dancer’s details, and test the music and technical setup before the audience arrives. This checklist follows the work from the first arrangements through the final rehearsal. It also helps you catch details that are often left too late, such as costume alterations, music rights, changing-room furniture and printed programme materials.

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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
Set performance times
2 people
Reserve rehearsal space
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile program
2 people
Check music rights
Gather music files
2 people
Record the dancers list
2 people
Check dancers' contact details
Inventory clothing and costumes
3 people
Alter costumes
3 people
Record technical requirements
2 people
Reserve technical equipment
Book catering
Assign volunteers
2 people
Plan audience guidance
2 people
Print the run sheet
Print the program booklets
2 people
Hold final rehearsal
12 people
Check the music sequence
2 people
Lay out costumes
4 people
Do the shopping
2 people
Bring materials to the venue
3 people
Set up the entrance and coat check
3 people
Set up audience seating
4 people
Check Dance Floor
2 people
Connect sound equipment
3 people
Install lighting
3 people
Test sound system
3 people
Test lighting settings
3 people
Set up changing rooms
3 people
Sort costumes
4 people
Set up the makeup corner
2 people
Set up catering
3 people
Put out program brochures
2 people
Hang up route signs
2 people
Clear emergency routes
2 people

Event

Welcome dancers
3 people
Register dancer attendance
2 people
Carry out the final stage check
3 people
Welcome the audience
4 people
Check tickets and programs
2 people
Staff the cloakroom
2 people
Guide visitors to their seats
3 people
Open the show
Operate sound and lighting
2 people
Assist dancers with changing
3 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Guide the audience during the break
3 people
Keep the changing rooms tidy
2 people
Resume the performance
2 people
Lead the applause moment
2 people
Guide the audience to the exit
3 people
Manage coat check
2 people
Facilitate informal networking
3 people
Serve the final drinks
2 people
Switch off equipment
2 people
Check out dancers
2 people

Aftercare

Remove decorations
3 people
Dismantle chairs and tables
4 people
Collect tableware
3 people
Wash dishes
3 people
Collect waste
3 people
Clean changing rooms
2 people
Clean the audience area
3 people
Clean the dance floor
2 people
Dismantle Sound Equipment
3 people
Dismantle lighting
3 people
Pack up materials
4 people
Lock up the venue
2 people
Return materials
3 people
Return rented equipment
2 people
Wash and store costumes
3 people
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 150
Foldable tablesqty 12
Coat racksqty 4
Changing room benchesqty 8
Clothes hangersqty 100

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 80
Platesqty 180
Forksqty 180
Spoonsqty 120
Pliersqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 3
Mood lightingqty 8
Spare batteriesqty 24

Decorations

Backdrop clothsqty 2
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Tableclothsqty 12
Flower arrangementsqty 6
Directional signsqty 12
Program standsqty 4

Dance materials

Dance matsqty 6
Mirrorsqty 4
Stretching and warm-up equipmentqty 6
Towelsqty 30
Water bottlesqty 30

Clothing

Clothes racksqty 6
Clothing coversqty 40
Sewing kitsqty 3
Safety pinsqty 100
Clothes steamersqty 2
Makeup mirrorsqty 6
Makeup brushesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Thermos flasksqty 6
Ice cube traysqty 4
Bottle openersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Waste binsqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, location and performance times before sending invitations. Then allow enough time to reserve a rehearsal space and confirm when dancers, volunteers and technical helpers need to arrive.
Check music rights before collecting and editing the final audio files. Build the running order early, then test the complete music sequence during the final rehearsal rather than relying on separate track checks.
Inventory costumes several weeks before the performance and record any alterations needed. Lay out each dancer’s clothing and costume in performance order so missing items are found before call time.
Plan the audience route as well as the stage area. Chairs, coat racks, changing-room benches and clothes hangers affect how smoothly people enter, wait, change and leave.
Print the run sheet and programme booklets before the event day. Keep spare batteries, extension cords, power strips and audio cables available, because a missing small item can delay the entire technical setup.

Frequently asked questions

How far in advance should I plan a dance performance?: Start the main planning at least 8 to 12 weeks before the performance. Confirm the venue, dates and rehearsal space first, then send invitations and begin collecting registrations and dietary requirements.
When should costumes be checked for a dance performance?: Complete the costume inventory about 3 to 4 weeks before the show. Finish alterations at least 7 days before the performance so dancers can rehearse in the correct clothing.
When should the final rehearsal take place?: Hold the final rehearsal within the last 1 to 3 days before the performance. Run the music sequence, lighting, entrances, programme order and costume changes as they will happen on the day.
How many technical checks are needed before a dance performance?: Do one equipment check when speakers, mixer, microphones and lighting are reserved, and a full on-site test at least 2 hours before the audience arrives. Test every music file, cable, microphone and spotlight during the on-site check.

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.