Dance Performance Checklist

A dance performance depends on timing between performers, music, costumes, volunteers and the technical team. Start by securing the venue and date, then confirm each group before building the program and rehearsal schedule. In the final week, check every music file, prepare a backup, label costumes and print the run sheet. This checklist also covers visitor information, registrations, catering and the practical details that are easy to leave until the last minute.

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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

Reserve the venue and hall
Set the performance date
2 people
Confirm dance groups
Compile program
2 people
Record rehearsal times
2 people
Identify sound requirements
2 people
Reserve technical equipment
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Schedule volunteers
Print the run sheet
Send visitor information
Gather music files
2 people
Check music files
2 people
Create backup copy
Check costumes
3 people
Label costumes
2 people
Print programs
Prepare name badges
Check decorations
2 people
Check the shopping list
Do the shopping
2 people
Bring costumes to the venue
2 people
Bring equipment to the venue
2 people

Event

Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Check the stage floor
2 people
Connect sound equipment
3 people
Set up lighting equipment
3 people
Test the music
2 people
Test microphones
2 people
Set up changing rooms
3 people
Lay out costumes
3 people
Set up catering
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set up the reception desk
2 people
Lay out the programs
Receive participants
3 people
Help dancers change clothes
2 people
Lead Final Warm-Up
2 people
Welcome the audience
4 people
Check tickets
2 people
Assist the performance
4 people
Refill drinks
2 people
Serve break snacks
3 people
Handle audience questions
Monitor the changing rooms
Set up evening program
3 people
Provide the second reception
3 people
Guide the evening performance
4 people
Guide the final applause
2 people
See the audience out
3 people

Aftercare

Collect costumes
3 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clear the hall
5 people
Clean the room
3 people
Remove decorations
2 people
Lock up the venue
2 people
Return equipment
2 people
Return costumes
2 people
Clean reusable materials
2 people
Store unused catering
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Dressing room racksqty 4
Clothes hangersqty 40
Reception desk
Waste binsqty 6

Equipment

Laptop
Backup laptop
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
DI box
Laptop stand
USB sticksqty 2
Extension cordsqty 4
Power stripsqty 8
Audio cables
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Work lightsqty 4
Batteriesqty 24

Decorations

Welcome sign
Directional signsqty 6
Program boardsqty 2
Fabric backdropsqty 2
Cable tiesqty 100
Adhesive stripsqty 2
Name badgesqty 40

Tableware

Water glassesqty 150
Coffee cupsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee spoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Scissorsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8

Cleaning

Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and venue before confirming dance groups. Once the groups are known, allow enough time to compile the program, record rehearsal times and identify sound requirements.
Test every music file on the laptop that will be used during the performance, not only on a personal computer. Keep a backup copy on a second laptop or USB stick and label the files in performance order.
Check costumes at least 7 days before the event. Label each costume, reserve enough clothes hangers and use the dressing-room racks to keep groups separate.
Create a simple technical layout before equipment arrives. Mark the positions of speakers, mixer, microphones, LED spotlights and work lights, then secure extension cords and audio cables with gaffer tape.
Send visitor information before the final week, including arrival details and any dietary information you collected. Print the run sheet, programs and name badges at least 2 days before doors open.

Frequently asked questions

How far in advance should I organize a dance performance?: Start at least 8 to 12 weeks before the performance. Secure the venue and date first, then confirm dance groups, build the program and schedule rehearsals before sending invitations.
How many music backups do I need for a dance performance?: Keep at least 2 copies of the complete music set: one on the main laptop and one on a backup laptop or USB stick. Check both copies during the final week and arrange the files in performance order.
When should costumes be checked and labeled?: Check and label costumes at least 7 days before the performance. This gives you time to replace missing items and organize hangers and dressing-room racks by dance group.
When should I print the dance performance run sheet?: Print the run sheet at least 2 days before the event, then make one copy for each key volunteer and keep an extra copy at the reception desk. Update it immediately if the program or rehearsal times change.

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.