Dance School Open House Checklist

A dance school open house needs more than a timetable and a few posters. You need to match trial lessons to room capacity, collect registrations and dietary requirements, and make sure every hall is ready for movement. This checklist takes you from setting the date through final setup, including music, microphones, signs, seating, refreshments and equipment. Use it to see what must be decided early and what can wait until the day before.

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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

Set the date and program
2 people
Determine the rooms and capacity
2 people
Assign teachers for demonstrations
2 people
Put together trial lessons
3 people
Create the registration form
Draft invitations
2 people
Send invitations
2 people
Post on social media
Distribute posters
2 people
Process registrations
Collect dietary requirements
Send reminder to visitors
Confirm teacher program
2 people
Collect music per class
2 people
Confirm catering booking
Confirm equipment reservation
Check the shopping list
2 people
Do the shopping
2 people
Store chilled products in the fridge
2 people
Check the dance halls
2 people
Clear the floors
2 people
Set up entrance and wayfinding signs
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the information desk
2 people
Prepare registration forms
Hang decorations
3 people
Set up lighting
2 people
Connect sound equipment
2 people
Test microphones
2 people
Test music playlists
2 people
Set Out Taster Lesson Materials
3 people
Set up coffee station
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Check toilets
Hold team briefing
5 people

Event

Staff the registration table
2 people
Welcome visitors
3 people
Explain the program
2 people
Provide guided tours
2 people
Provide information about the lessons
3 people
Assist dance demonstrations
4 people
Assist trial lessons
5 people
Guide children to rooms
2 people
Guide the photo moment
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the buffet tidy
Collect used dishes
2 people
Empty trash bins
Check the Toilets in Between
Communicate schedule changes
Process registrations
2 people
Answer visitors' questions
2 people
Announce the final demonstration
See visitors out
3 people

Aftercare

Turn off the sound equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the Dance Halls
3 people
Clean the restrooms
2 people
Collect and remove waste
2 people
Check borrowed materials
2 people
Pack equipment
2 people
Return materials
2 people
Send a follow-up email to visitors

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Beer tablesqty 4
Coat racksqty 2
Clothes hangersqty 100
Counter table
Stage stoolsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakerqty 2
Laptop
Tabletqty 2
Camera
Tripodsqty 2
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2

Lighting

LED spotlightsqty 6
String lightsqty 4
Battery lanternsqty 4

Sports equipment

Yoga matsqty 30
Dance ribbonsqty 20
Training bandsqty 20
Dance mirrorsqty 4
Towelsqty 40

Tableware

Glassesqty 100
Coffee cupsqty 60
Tea glassesqty 40
Platesqty 100
Coffee spoonsqty 60
Forksqty 100
Napkin holdersqty 8

Kitchen

Thermos flasksqty 4
Pouring jugsqty 6
Serving traysqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 12

Decorations

Balloonsqty 150
Balloon archesqty 2
Dance postersqty 12
Tableclothsqty 8
Directional signsqty 10
Name badgesqty 100
Photo backdrop
Photo propsqty 20
Vasesqty 8
Artificial flowersqty 16

Catering

Groceries

Tips

Set the date only after checking room capacity and the demonstration programme. Allocate each trial lesson to a specific hall and leave at least 10 minutes between sessions for changing groups and resetting the floor.
Open registration as soon as the programme is fixed. Ask for visitor numbers, preferred trial lessons and dietary requirements, then send a reminder 2–3 days before the open house with arrival instructions.
Confirm music and technical needs with each teacher at least 7 days ahead. Test the mixer, active speakers, wireless microphones, music player, laptop and extension cords together rather than checking each item separately.
Prepare the entrance for people who have never visited the school. Set up the information desk, coat racks, clear wayfinding signs and a visible registration point before visitors arrive; keep spare chairs nearby for waiting guests.
Finish shopping and chilled storage on the day before the event. Keep drinks and catering items refrigerated, check coffee machines and kettles, and place mats, ribbons, bands, towels and other class equipment in the correct hall before setup begins.

Frequently asked questions

How far in advance should I plan a dance school open house?: Fix the date, rooms and programme at least 6 weeks ahead so invitations and registrations have time to work. Confirm teachers, catering and equipment no later than 7 days before the event.
When should I send invitations for a dance school open house?: Send the first invitations 3–4 weeks before the open house and post reminders during the final week. Send a final practical reminder 2–3 days before, including arrival time, room details and what visitors should wear.
How many people can join a trial dance lesson?: Base the number on the usable floor area and the lesson type, not only on the room’s standing capacity. Set a registration limit for each session and leave at least 10 minutes between lessons to avoid overcrowding and allow equipment changes.
What equipment should I test before a dance school open house?: Test the speakers, mixer, microphones, music player, laptop, power strips and extension cords together at least 1 day before the event. Also check lighting, dance mirrors, mats and class-specific equipment in the rooms where they will be used.

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.