How to organise a contemporary dance performance

A contemporary dance performance needs more than a rehearsal schedule. Start by defining the presentation and audience, then secure the venue, publish the date and open registration before building the detailed programme. The practical work sits around the performance: checking the dance floor, testing sound and lighting, guiding the audience, and preparing refreshments without blocking backstage access. A clear order of work prevents late technical surprises, missing guest information and a rushed front-of-house setup.

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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

1
Defining the presentation and target audience
2 people
2
Confirm the venue and room layout
2 people
3
Publish performance date
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Create the program and audience information
2 people
9
Check tickets and guest list
2 people
10
Calculate catering quantities
11
Order groceries
12
Confirm reservations
13
Check technical requirements
2 people
14
Gather music files
15
Back up music files
16
Inspect the dance floor
2 people
17
Set the audience route
2 people
18
Schedule volunteers
19
Collect catering supplies
2 people
20
Check decorations
21
Do the shopping
2 people
22
Set up non-perishable supplies
2 people
23
Chill fresh catering
2 people
24
Print program booklets
25
Make name tags and wristbands
2 people
26
Test technical equipment
2 people

Event

27
Clear the hall
4 people
28
Clean the dance floor
2 people
29
Mark the stage area
2 people
30
Set up audience seating
4 people
31
Set up the entrance desk
2 people
32
Set up catering tables
2 people
33
Set up the cloakroom
2 people
34
Connect sound equipment
2 people
35
Adjust the lighting
2 people
36
Test music and microphone
2 people
37
Hang up decorations
3 people
38
Lay out program booklets
39
Chill drinks
2 people
40
Set up the coffee and tea station
2 people
41
Present snacks
2 people
42
Brief crowd guides
3 people
43
Welcome performers
2 people
44
Set up the changing area
2 people
45
Prepare artist water
46
Welcome the audience
4 people
47
Check tickets
3 people
48
Manage the cloakroom
2 people
49
Escort audience to the hall
3 people
50
Manage technical production for the performance
2 people
51
Serve break drinks
4 people
52
Refill drinks
2 people
53
Keep the break area clean
2 people
54
Run the second part technically
2 people
55
Thank the performers
2 people
56
Set up evening catering
3 people
57
Supervise the after-event gathering
3 people
58
Serve drinks and snacks
4 people
59
Issue the cloakroom
2 people
60
See the audience out
3 people

Aftercare

61
Catering breakdown
3 people
62
Switch off equipment
2 people
63
Clear away chairs and tables
4 people
64
Remove decorations
3 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean the hall and foyer
4 people
68
Pack up equipment and materials
3 people
69
Return borrowed materials
2 people
70
Store leftovers
2 people
71
Close the guest list administratively

What to bring

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

Furniture

Stackable chairsqty 160
Foldable tablesqty 12
Bar stoolsqty 6
Entrance desk
Coat racksqty 4
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Active speakersqty 2
Audio mixer
Wireless microphoneqty 2
Laptop for music
Backup laptop
Audio and power cables
Power stripsqty 8
Extension cordsqty 8
Clothes hangersqty 180
Ticket scannerqty 2
Power banksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Battery lampsqty 8
Flashlightsqty 4

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 180
Dessert platesqty 160
Forksqty 180
Knivesqty 160
Spoonsqty 120
Serving plattersqty 16
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Black drapesqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Directional signsqty 10
Program boardsqty 4

Cleaning

Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Waste binsqty 10

Catering

Groceries

Tips

Confirm the room layout before publishing the date. Allow space for the dance floor, audience seating, entrance desk, coat racks and a clear route to the performance area.
Complete the technical check at least 3–5 days before the performance. Test the active speakers, audio mixer, microphone, laptop, cables, power strips and LED spotlights in the actual room.
Keep two copies of every music file on separate laptops or drives, and label the final running order clearly. A backup that has not been tested is not a useful backup.
Close registrations 2–3 days before the event so you can check the guest list, prepare name tags or wristbands, and calculate drinks, plates, cutlery and serving equipment accurately.
Finish the audience-facing setup before performers need the room. Set out programmes, arrange chairs and tables, chill fresh catering, and keep dressing-room furniture and backstage routes separate from guest traffic.

Frequently asked questions

How far in advance should I organise a contemporary dance performance?: Start at least 6–8 weeks ahead if you need to confirm a venue, publish the date, invite guests and arrange volunteers. Complete the room, programme and technical checks during the final 7 days.
When should I check the sound and lighting for a dance performance?: Do the full equipment check 3–5 days before the performance, then repeat a short test on the day. Test the music laptop, backup laptop, speakers, mixer, cables, power and spotlights in the performance space.
How much catering do I need for the audience?: Calculate quantities from the final registration list 2–3 days before the event, including dietary requirements. For the first hour, plan roughly 2–3 drinks per person, then adjust food and tableware to the length of the programme.
When should I close registration for a dance performance?: Close registration 2–3 days before the performance. This gives you time to process the list, prepare guest materials, confirm catering and brief volunteers without changing numbers at the last minute.

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.