Dance sports competition checklist

Organising a dance sports competition means coordinating entries, categories, music, judges and a tightly timed match schedule. Start with the venue, rules and race categories, then open registration early enough to process entries and collect dietary requirements. In the final weeks, confirm staff, catering, prizes and equipment, including the competition floor, jury tables, bib numbers and sound system. On event day, allow time to test the music setup, print the run sheet, arrange signage and open the venue before participants arrive.

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 competition venue
Set the match rules
2 people
Determine race categories
2 people
Assign judges
2 people
Assign the race director
2 people
Assign music coordinator
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check the entry fees
2 people
Create the participant list
2 people
Draw up the match schedule
3 people
Gather music files
2 people
Order prizes
Assign staff
2 people
Confirm reservations
Order catering
Test the equipment
2 people
Create signage
2 people
Print the run sheet
Inform participants
2 people
Do the shopping
3 people
Check prizes and medals
2 people
Open venue
2 people
Inspect floor
2 people
Clean competition floor
3 people
Set up tables
4 people
Set up chairs
4 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Connect sound
3 people
Test music playback
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
3 people
Lay out jury supplies
2 people

Event

Receive participants
4 people
Hand out race numbers
2 people
Process final registrations
2 people
Lead the warm-up
2 people
Welcome the audience
3 people
Announce the opening
Guide competition rounds
5 people
Collect judging forms
2 people
Enter results
2 people
Refill drinks
2 people
Serve snacks
3 people
Keep the catering buffet clean
2 people
Answer audience questions
2 people
Provide music and announcements
2 people
Announce breaks
Call the finalists
Present prizes
3 people
Announce the closing
See the audience out
3 people

Aftercare

Collect lost and found items
2 people
Switch off equipment
3 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Check the competition floor
2 people
Pack leftover catering
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Publish results
Inform participants of the results
Check invoices
Archive photos and files

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 18
Jury tablesqty 4
Registration deskqty 2
Bar stoolsqty 6
Clothes racksqty 8
Stage modulesqty 3

Sports equipment

Competition floor
Bib numbersqty 100
Bib holdersqty 100
Judge clipboardsqty 12
Jury formsqty 300
Pensqty 40
Stopwatchesqty 4
Bollardsqty 12
Stretch matsqty 12
Medalsqty 36
Cupsqty 12
Certificatesqty 100

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Music laptop
USB sticksqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Laptop stand
Printer
Calculatorsqty 3
Power banksqty 4

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 12

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Kitchen measuring cupsqty 2

Decorations

Competition bannerqty 2
Round tableclothsqty 18
Stage drapesqty 3
Balloon archesqty 2
Directional signsqty 12
Name card holdersqty 20

Lighting

LED light setsqty 6
LED spotlightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20

Catering

Coffee machinesqty 3
Kettlesqty 3
Buffet dispensersqty 4
Waste binsqty 8
Groceries

Tips

Set the rules and race categories before publishing the registration form. Participants need to know exactly which category to enter, and the information must match the final match schedule.
Assign the race director, judges and music coordinator before registration closes. Once you know the number of participants, confirm their availability and give each person the run sheet and role details.
Gather music files before the competition week and test them on the music laptop, mixer and speakers. Keep the files on USB sticks as a backup, and check that extension cords and power strips reach every station.
Prepare the registration desk with bib numbers, bib holders, pens and the participant list. Print the run sheet and jury forms before opening the venue so registration does not compete with last-minute setup.
Check medals, cups and certificates against the final categories before ordering or packing them. Confirm catering after collecting dietary requirements, then recheck both reservations and quantities in the final days.

Frequently asked questions

How early should I start organising a dance sports competition?: Start at least 8 to 12 weeks before the competition. Reserve the venue, set the rules and categories first, then open registration and assign judges and other staff.
When should registration close for a dance sports competition?: Close registration about 2 to 3 weeks before the event. This leaves time to check entry fees, create the participant list, draw up the match schedule and order the correct number of prizes.
What equipment is needed for a dance sports competition?: Plan for a competition floor, bib numbers, judge clipboards, jury forms, stopwatches and medals, plus speakers, a mixer, microphones and a music laptop. Test the full sound system at least 1 day before the event.
How much time is needed to set up the venue on competition day?: Allow at least 2 to 3 hours before participants arrive. Arrange the floor, jury tables, registration desk, chairs, signage and sound equipment, then test the music and print or place the final run sheet.

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.