Dance show checklist: from first booking to curtain call

A dance show involves more than booking a venue and putting performers on stage. You need to register dance groups, confirm each performance, check music files, plan the technical setup and organise the audience flow. This checklist puts the work in a sensible order, from confirming the date and location to opening the venue, unloading equipment and preparing drinks and snacks. Use it to keep registrations, crew instructions, seating, lighting and backstage details aligned.

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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
2 people
Register dance groups
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile program
3 people
Confirm performances
2 people
Send artist information
2 people
Make reservations
Order catering
2 people
Confirm technical setup
2 people
Gather music files
2 people
Check music files
2 people
Print the run sheet
Create the crew schedule
2 people
Create floor plan
2 people
Prepare audience cards
2 people
Make name badges
2 people
Purchase decorations
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Clear the loading area
2 people
Unload equipment
4 people
Check the stage floor
2 people
Set up audience seating
4 people
Set up tables for reception
2 people
Set up the cloakroom
2 people
Set up changing rooms
3 people
Hang up decorations
3 people
Set up lighting
3 people
Connect the sound system
3 people
Set up the presentation table
2 people
Set up the catering buffet
3 people
Set up coffee station
2 people
Fully test technical setup
3 people
Set up music for each act
2 people
Program lighting settings
2 people
Carry out safety checks
2 people
Welcome performers
3 people
Register performers
2 people
Assign dressing rooms
2 people
Lead the dress rehearsal
4 people
Open the public entrance
3 people
Check tickets
3 people
Escort audience to the hall
3 people
Manage the cloakroom
2 people
Serve welcome drinks
3 people
Present dance show
4 people
Guide performer changes
3 people
Refill drinks
2 people
Serve snacks
3 people
Announce break
Moderate audience questions
2 people
Announce the closing act
Guide the thank-you moment
2 people
Guide the audience to the exit
3 people
Issue the cloakroom
2 people
See off the performers
2 people
Close buffet
2 people

Aftercare

Switch off the equipment
3 people
Take down the decorations
3 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
3 people
Clean changing rooms
2 people
Clean the room
4 people
Check sanitary facilities
2 people
Collect lost and found items
2 people
Pack equipment
3 people
Do final venue inspection
2 people
Return deliveries
2 people
Store leftover catering
2 people
Send thank-you messages
2 people

What to bring

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

Furniture

Folding chairsqty 180
Foldable tablesqty 10
Reception tablesqty 3
Coat racksqty 3
Clothes hangersqty 220
Tableclothsqty 10

Equipment

Active speakersqty 4
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
Laptop for music
Spare laptop
Distribution boxesqty 8
Extension cordsqty 12
Gaffer tapeqty 6
Stage floor panelsqty 24
Backdrop
Laptop stand
USB sticksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Stage lightingqty 4

Tableware

Water glassesqty 200
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 200
Pastry forksqty 200
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6
Ice containersqty 4

Decorations

Welcome sign
Program standsqty 4
Decorative clothsqty 8
Artificial flower arrangementsqty 8
Directional signsqty 10
Name badgesqty 60

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Glovesqty 12

Catering

Groceries

Tips

Confirm the date and venue before opening registrations. Once the location is fixed, you can give groups accurate information about arrival times, floor space, seating and technical requirements.
Set a firm registration deadline at least 2–3 weeks before the show. Use the final list to collect dietary requirements, compile the programme, prepare name badges and send complete artist information.
Check every music file on the playback laptop at least 48 hours before the event, then copy the final set to a spare laptop and USB sticks. Do not wait until performers are arriving to discover a missing file or incompatible format.
Create the floor plan and crew schedule before the setup day. Mark the stage floor panels, audience seating, reception tables, coat racks, technical position and loading route so the team can work without repeated decisions.
Open the venue with enough time for unloading, sound and lighting checks, seating and catering setup. Allow at least 2 hours before doors open when you need active speakers, microphones, stage lighting and a dance floor to install and test.

Frequently asked questions

How far in advance should I organise a dance show?: Start confirming the date, venue and dance groups 8–12 weeks ahead. Set the registration deadline 2–3 weeks before the show so you still have time to compile the programme and confirm performances.
When should I check the music files for a dance show?: Check all files at least 48 hours before the show on the actual playback laptop. Keep a tested spare laptop and two USB copies available in case the main device fails.
How much setup time does a dance show need?: Plan at least 2 hours before the audience arrives for unloading, stage floor installation, seating, lighting, sound checks and catering. Add another 30–60 minutes if the venue layout or technical setup is unfamiliar.
When should I order catering for a dance show?: Confirm the catering order 7–10 days before the event, after collecting dietary requirements. Chill drinks and prepare snacks on the event day, but keep serving utensils, glasses, plates and cups ready before guests arrive.

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.