Dance performance checklist: what to arrange and when

A dance performance depends on more than the dancers and the stage. You need to secure the venue, confirm the group, set performance times and translate the technical requirements into a workable plan. Audience arrangements also take time: invitations, registrations, dietary information, ticket sales and seating. Use this checklist to work from the first booking through the final venue check, including details that are easy to leave until the last day.

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

Reserve venue
Confirm the dance group
Set performance times
2 people
Request technical requirements
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Create the program
2 people
Recruit volunteers
2 people
Set admission prices
2 people
Open ticket sales
Publish audience information
Create the seating plan
2 people
Develop the technical plan
2 people
Print the run sheet
Check visitor list
2 people
Make name badges
2 people
Assign volunteers
2 people
Print program leaflets
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Check the venue
2 people
Clear the play area
4 people
Set up chairs
5 people
Set up tables
3 people
Secure the stage edges
3 people
Set up the sound system
3 people
Set up lighting
3 people
Test the equipment
3 people
Hang up decorations
3 people
Set up the catering buffet
4 people
Set up coffee station
2 people
Set up the cloakroom
2 people
Set up information table
2 people
Lay out the programs
2 people
Prepare the changing rooms
2 people

Event

Welcome dancers
2 people
Register dancers
2 people
Perform the technical sound check
3 people
Have dancers warm up their voices
Open the doors
3 people
Welcome visitors
4 people
Check tickets
2 people
Staff the cloakroom
2 people
Assist the performance
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
2 people
Guide audience to seats
3 people
Assist with the second performance
3 people
Host the evening reception
4 people
Guide the evening performance
3 people
Guide the audience to the exit
3 people
Lock the cloakroom
2 people

Aftercare

Turn off the lighting and sound systems
3 people
Remove decorations
3 people
Clear away chairs and tables
5 people
Wash dishes
4 people
Collect waste
3 people
Clean the venue
4 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect lost items

What to bring

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

Furniture

Chairsqty 180
Bistro tablesqty 12
Buffet tablesqty 6
Coat racksqty 4
Foldable tablesqty 4
Changing room chairsqty 20
Clothes hangersqty 200

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop for music
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffa tapeqty 6
Dance floor panelsqty 24
Mirror panelsqty 4
Fansqty 4
Cash drawer
Payment terminal
Ticket scannerqty 2
Cable traysqty 12
Spare batteriesqty 40
Flashlightsqty 6
Walkie-talkiesqty 8
Power banksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Battery lanternsqty 8

Decorations

Backdrop clothqty 2
Black curtainsqty 6
Wayfinding signsqty 8
Tableclothsqty 12
Vasesqty 20
Artificial flowersqty 20
Program standsqty 4

Tableware

Water glassesqty 220
Wine glassesqty 180
Coffee cupsqty 120
Platesqty 220
Pastry forksqty 220
Coffee spoonsqty 120
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 24
Serving boardsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Ice packsqty 24
Bottle openersqty 6
Corkscrewsqty 4
Aluminum foilqty 4
Food storage containersqty 12
Cutting boardsqty 4
Serving tongsqty 12
Scissorsqty 6
Measuring cupsqty 2

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30
Trash binsqty 10
Waste sorting binsqty 4

Safety

First aid kitsqty 2
Non-slip matsqty 12
Bollardsqty 12
Barrier tapeqty 4
Fire extinguishersqty 2

Paper goods

Program leafletsqty 220
Name badgesqty 60
Pensqty 30
Clipboardsqty 6
Ticket rollsqty 4
Cash box

Tips

Ask the dance group for its technical requirements before finalising the venue setup. Confirm sound, lighting, floor panels, changing-room space and power needs early enough to solve shortages.
Set performance times before sending invitations, then allow time for audience arrival and seating. A clear programme prevents volunteers, catering and technical staff from working from different schedules.
Close registrations before you create the seating plan and visitor list. Record dietary requirements at the same time, rather than trying to collect them individually during the final week.
Assign volunteers to specific jobs instead of recruiting a general pool. Cover at least the entrance, seating, backstage or changing-room area and catering, with names printed on the run sheet.
Do the venue check before guests arrive, not only after the equipment is unloaded. Test speakers, microphones, lights and power connections, check the dance floor and confirm that wayfinding signs are visible from the entrance.

Frequently asked questions

How far in advance should I organise a dance performance?: Start booking the venue and confirming the dance group at least 8 to 12 weeks before the performance. Open registrations or ticket sales once the times, admission prices and audience information are ready.
What should be included in a dance performance technical plan?: Include the sound system, mixer, microphones, speakers, lighting, power points, extension cords, dance floor and any backdrop or curtain requirements. Share the plan with the venue and dance group at least 2 weeks before the event.
When should I make the seating plan for a dance performance?: Create it after registrations close and dietary requirements have been collected, usually 3 to 7 days before the performance. Keep the visitor list and a few spare seats or flexible places available for last-minute changes.
How early should volunteers arrive at a dance performance?: Have the setup team arrive 2 to 3 hours before the audience, depending on the technical equipment and room layout. Give each volunteer a named task and provide the printed run sheet 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.