Dance show checklist: from first booking to curtain call

A dance show needs more than confirmed performers and a stage. You must coordinate the hall, running order, music files, lighting, changing areas, tickets, volunteers, and audience information before show day. This checklist puts those jobs in a workable order, so technical decisions are made before equipment arrives and registrations are processed before catering is bought. It also covers the small details that are easy to leave until the final hours, such as duplicate music backups, floor plans, clothing, and coolers.

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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
Reserve the venue and hall
Confirm dance groups
2 people
Gather technical requirements
2 people
Make material reservations
Send invitations
2 people
Open the registration form
Post promotion online
2 people
Create the running order for the show
2 people
Gather music files
2 people
Check music files
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Prepare admission tickets
2 people
Print the program
Create technical floor plan
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Send audience information
Do the shopping
2 people
Collect materials
2 people
Put music on two media
Fill coolers
2 people
Set out clothing and accessories
3 people

Event

Open venue
2 people
Build the stage and dance floor
4 people
Set up chairs
4 people
Set up tables for reception
2 people
Set up the cloakroom
2 people
Connect the sound system
3 people
Set up lighting
3 people
Test microphones
2 people
Test music and cues
3 people
Cord off the stage securely
2 people
Hang decorations
3 people
Lay out the programs
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the catering buffet
3 people
Set up dressing rooms
3 people
Welcome dance groups
2 people
Check costumes
2 people
Have dancers warm up their voices
Open the public entrance
3 people
Check tickets
2 people
Escort audience to the hall
3 people
Open show
Play music during the show
2 people
Operate the lighting during the show
2 people
Have performers ready on time
2 people
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Staff the cloakroom
2 people
Answer audience questions
2 people
Guide the photo moment
2 people
Wrap up show
Guide the audience to the exit
3 people
Complete coat check checkout
2 people

Aftercare

Store leftovers safely
2 people
Collect tableware
3 people
Sort waste
3 people
Dismantle tables and chairs
4 people
Dismantle the stage and dance floor
4 people
Turn off the sound equipment
2 people
Take down lighting equipment
3 people
Clear the dressing rooms
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Return materials
2 people
Store leftover catering
2 people
Return borrowed clothing
2 people
Sort lost property
Send thank-you message

What to bring

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

Furniture

Folding chairsqty 180
Foldable tablesqty 12
Reception tablesqty 2
Clothes racksqty 4
Bar stoolsqty 6
Dressing room tablesqty 6
Dressing room chairsqty 12
Mirrorsqty 6

Equipment

Stage sections
Dance floor
Speakersqty 4
Amplifiersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Music playersqty 2
Laptop
USB sticksqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 4
Emergency lightsqty 4

Decorations

Backdrop cloth
Decorative clothsqty 8
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Ballast weightsqty 8

Tableware

Glassesqty 220
Coffee cupsqty 100
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Pliersqty 8
Small bowlsqty 20

Cleaning

Waste binsqty 8
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Cleaning cart

Catering

Groceries

Tips

Confirm the venue’s technical requirements before reserving equipment. Check the power supply, stage dimensions, sound system, lighting positions, dressing rooms, and available tables and chairs so you do not discover a missing item during setup.
Create the running order before printing tickets or the program. Allow time for group changes, microphone announcements, costume changes, and any movement between the dance floor and dressing rooms.
Keep every music file in two separate copies and test both before the show. A laptop and two USB sticks are useful only if the files play correctly and the show team knows which version is the backup.
Process registrations before calculating catering quantities. Use the final audience count and collected dietary requirements to decide how much food and how many drinks to buy, then check the shopping list before going to the store.
Draw the technical floor plan before volunteers and equipment arrive. Mark the dance floor, stage sections, speakers, microphone stands, cables, lighting stands, reception tables, clothes racks, and emergency lights so setup does not block entrances or escape routes.

Frequently asked questions

How far in advance should I start organising a dance show?: Start at least 8 to 12 weeks before the performance. Set the date, reserve the hall, confirm dance groups, and gather technical requirements first; invitations and promotion can follow once the basic program is stable.
When should the dance show running order be finalised?: Aim to finalise it 2 to 3 weeks before the show. That gives you time to check music files, prepare the printed program, send audience information, and allow groups to plan costume and stage changes.
How much food and drink do I need for a dance show?: Calculate quantities from the processed registration count, including performers, volunteers, and expected audience if they are catered for. For drinks, plan roughly 2 to 3 servings per person for the first hour, then adjust for the event length and whether water is freely available.
What should I check on the morning of a dance show?: Check the floor plan, sound and lighting, both music backups, microphones, emergency lights, tickets, printed programs, dressing rooms, clothing, accessories, and filled coolers. Complete this technical and room check at least 2 hours before doors open so there is time to fix problems.

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