Dance weekend checklist: organise the weekend step by step

A dance weekend needs more than a timetable and a suitable floor. You need to coordinate instructors, dance levels, registrations, music, volunteers, food requirements and the venue setup across two days. Start with the date, location and programme, then confirm teachers and participant details before buying supplies. In the final week, test every speaker, microphone and music file, check the floors and prepare the room so setup does not compete with guest arrival.

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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
Create a program for both days
2 people
Contact dance instructors
2 people
Compile the music program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register Dance Levels
Make reservations
2 people
Confirm the teacher schedule
2 people
Assign volunteers
2 people
Check music files
2 people
Test the equipment
2 people
Create the site map and walking routes
2 people
Send participant information
Prepare name badges
2 people
Check the shopping list
2 people
Check stock and materials
2 people
Do the shopping
3 people
Pick up chilled goods
2 people
Open venue
2 people
Check the floors
2 people
Clear the dance floor
4 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the cloakroom
2 people
Hang decorations
3 people
Set up lighting
2 people
Set up the sound system
3 people
Connect microphones
2 people
Play and test the music
2 people
Chill drinks
3 people
Set up the coffee and tea area
2 people
Prepare snacks
4 people
Prepare allergen information
Check toilets
2 people
Give volunteers a briefing
2 people

Event

Receive participants
3 people
Hand out name badges
2 people
Assist with opening program
2 people
Lead dance workshops
4 people
Refill water and drinks
2 people
Serve snacks
3 people
Keep the break room tidy
2 people
Operate sound and lighting
2 people
Announce evening program
Guide free dance
2 people
Announce the closing
Manage the cloakroom
2 people
Collect waste
2 people
Receive participants again
3 people
Go over the day program
Lead dance workshops
4 people
Set up lunch buffet
4 people
Replenish lunch buffet
3 people
Collect tableware
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Coordinate the finale dance program
4 people
Guide free dance
2 people
Lead the closing and thank-you moment
2 people

Aftercare

Turn off the sound system
2 people
Turn off lighting system
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Clear the cloakroom
2 people
Take waste to the bins
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean the dance floor
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers safely
2 people
Collect lost property

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 8
Coat racksqty 4
Clothes hangersqty 100
Barrier postsqty 8

Tableware

Drinking glassesqty 120
Wine glassesqty 60
Coffee cupsqty 80
Platesqty 120
Bowlsqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving traysqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Music backup
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bain-mariesqty 2

Lighting

Spotlightsqty 6
String lightsqty 8
LED lightsqty 6

Decorations

Dance flagsqty 8
Backdrop cloth
Balloon archesqty 2
Tableclothsqty 12
Name badgesqty 100
Directional signsqty 12
Cocktail table coversqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving spoonsqty 8
Pliersqty 6
Thermos flasksqty 6
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Build the two-day programme before confirming instructors. Leave at least 15 minutes between sessions for floor changes, questions and people moving between rooms.
Close registration and collect dietary requirements at least 7 days before the weekend. Use the final numbers to plan badges, seating, tableware and chilled food rather than estimating on the day.
Test the mixer, speakers, wireless microphones and laptop with the actual music files at least 24 hours before opening. Keep a music backup available and cover cables with cable mats.
Assign volunteers to specific shifts instead of asking for general help. For example, schedule separate people for registration, room changes, refreshments and closing so one person is not needed everywhere at once.
Open the venue at least 2 hours before participants arrive. Check the dance floors first, then place tables and chairs, set up the bar and coffee area, and walk the routes shown on the site map.

Frequently asked questions

How far in advance should I organise a dance weekend?: Start planning 8 to 12 weeks ahead, especially if you need several dance instructors or a specific venue. Confirm the date, location and initial programme first, then open registrations once the teacher schedule is reliable.
When should dance weekend registration close?: Close registration about 7 days before the event. That gives you time to confirm dance levels, dietary requirements, name badges, food quantities and room arrangements.
How early should we arrive to set up a dance weekend?: Allow at least 2 hours before participant arrival for venue access and setup. Add another 30 minutes if you need to position tables and chairs, test sound, check floors and prepare coffee or chilled goods.
How much music and equipment do I need for a dance weekend?: Prepare the complete music programme for both days and keep one backup copy available. Test the speakers, mixer, microphones, laptop, extension cords and power strips at least 24 hours before the first session.

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.