How to organise a contemporary dance performance

Start by securing the venue and performance date, then confirm the dance company before building the programme around its technical and practical needs. Work backwards from the performance to schedule ticket sales, promotion, catering, volunteers and the technical rehearsal. The details that cause delays are usually found backstage: incomplete technical information, missing equipment, unclear arrival routes and no final check of the playing floor. Use the plan below to keep production, front-of-house and audience communication aligned.

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

1
Reserve the room
2
Set the performance date
2 people
3
Confirm the dance group
4
Gather technical requirements
2 people
5
Compile program
2 people
6
Open ticket sales
7
Send invitations
2 people
8
Publish promotional text
9
Distribute posters
3 people
10
Process registrations
11
Collect dietary requirements
12
Order catering
13
Schedule volunteers
2 people
14
Plan the technical rehearsal
2 people
15
Share route directions
16
Check audience information
2 people
17
Do the shopping
2 people
18
Print program booklets
2 people
19
Print tickets and guest list
20
Conduct hall inspection
2 people
21
Set up decor and materials
3 people
22
Load the tech
3 people

Event

23
Open venue
2 people
24
Receive catering
2 people
25
Check the stage and playing area
3 people
26
Set up lighting equipment
3 people
27
Connect sound equipment
2 people
28
Test music files
2 people
29
Set up changing rooms
2 people
30
Build the catering buffet
3 people
31
Lay out program booklets
2 people
32
Set up the registration desk
2 people
33
Check chairs and audience area
3 people
34
Clean the dance floor
2 people
35
Conduct the technical rehearsal
5 people
36
Set out break drinks
2 people
37
Welcome performers
2 people
38
Brief crowd guides
2 people
39
Open the doors
4 people
40
Check tickets
3 people
41
Escort audience to the hall
3 people
42
Assist the performance
4 people
43
Serve break drinks
4 people
44
Refill drinks
2 people
45
Guide the audience back to the hall
3 people
46
Guide the second part
4 people
47
Escort artists after the event
2 people
48
Guide the audience to the exit
3 people
49
Facilitate the debrief
2 people
50
Serve evening catering
3 people
51
Refill drinks
2 people
52
Switch off the equipment
2 people

Aftercare

53
Clear out the audience area
4 people
54
Collect tableware
3 people
55
Separate waste
2 people
56
Clean up catering
3 people
57
Clean changing rooms
2 people
58
Clean the dance floor
2 people
59
Take down the lights
3 people
60
Dismantle the sound system
2 people
61
Pack up materials
3 people
62
Leave the venue clean
3 people
63
Return keys
64
Return borrowed materials
2 people
65
Store leftovers
2 people
66
Collect expenses
67
Archive photo and video materials
68
Send thank-you message

What to bring

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

Furniture

Chairsqty 180
Bistro tablesqty 12
Entrance table
Clothes racksqty 2
Changing room chairsqty 12
Waste binsqty 8

Tableware

Reusable cupsqty 220
Wine glassesqty 180
Coffee cupsqty 60
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving tongsqty 8

Equipment

Laptop for music
Audio interface
Speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Headphones
USB sticksqty 2

Lighting

LED spotlightsqty 6
Light standsqty 3
Light controller
Extension cordsqty 8
Cable reelsqty 3

Decorations

Announcement boardqty 2
Stage drapesqty 4
Table runnersqty 12
Vasesqty 12
LED candlesqty 24
Arrow stickersqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 8
Kitchen glovesqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12
Toilet brushesqty 3

Catering

Groceries

Tips

Collect the dance company’s full technical requirements before confirming the room layout. Ask about floor dimensions, lighting positions, sound connections, power access, setup time and dressing-room needs; late changes can affect both the programme and venue booking.
Schedule the technical rehearsal before publishing final audience information. Allow enough time to load the equipment, set LED spotlights and speakers, test the mixer and microphones, and check the stage and playing floor without an audience present.
Open ticket sales only after the date, programme, venue access and route directions are confirmed. Keep a current registration list, then print tickets and the guest list close to the event so late changes do not leave front-of-house staff working from outdated information.
Order catering after collecting dietary requirements, not before. Confirm quantities and delivery time with the caterer, and make sure the serving platters, tongs, reusable cups, glasses, plates and cutlery are ready before the venue opens.
Assign volunteers to specific shifts for entry, audience guidance, catering and room checks. Give them the final schedule and public information in advance, including when doors open, where the announcement board goes and who handles last-minute questions.

Frequently asked questions

How far in advance should I book a venue for a contemporary dance performance?: Aim to secure the venue at least 3 to 6 months before the performance, especially if you need a rehearsal slot and technical access. Confirm the date only after checking the company’s availability and the venue’s lighting, sound and floor requirements.
How long should a technical rehearsal take for a dance performance?: Allow at least 3 to 4 hours for loading, lighting, sound checks and a full run-through. Add more time if the venue, equipment or playing floor is unfamiliar to the performers and technical crew.
When should tickets go on sale for a contemporary dance performance?: Open ticket sales once the date, programme, venue details and audience access information are final. A practical lead time is 4 to 8 weeks before the performance, leaving time to process registrations and send invitations.
When should I order catering for the performance?: Collect dietary requirements before placing the order, usually 7 to 10 days in advance. Confirm the final number of guests and delivery time with the caterer no later than 2 to 3 days before the event.

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.