How to organise a contemporary dance performance

Start by fixing the date, venue and dance group before planning the audience experience. Then work from the performance space outward: confirm the floor, room layout, music files, sound system and lighting requirements. Audience registration, dietary information and artist details need their own deadlines, not last-minute attention. On the day, allow time to check access routes, emergency exits, cables, changing areas and the printed audience list before doors open.

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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
Confirm date and time
2 people
2
Reserve venue
3
Finalize room layout
2 people
4
Confirm the dance group
5
Gather technical requirements
2 people
6
Gather music files
7
Check music files
2 people
8
Develop lighting plan
2 people
9
Check the floor and play area
2 people
10
Send invitations
2 people
11
Open registrations
12
Process registrations
2 people
13
Collect dietary requirements
14
Create the program
2 people
15
Send artist information
16
Book catering
17
Reserve technical equipment
18
Assign volunteers
2 people
19
Check the access route
2 people
20
Send parking information
21
Check emergency exits
2 people
22
Print the audience list
23
Prepare name badges
2 people
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Collect materials
2 people

Event

28
Open venue
2 people
29
Unload equipment
4 people
30
Set up lights and sound
4 people
31
Lay the dance floor
3 people
32
Set up audience seating
4 people
33
Set up the reception desk
2 people
34
Set up catering table
2 people
35
Hang up decorations
3 people
36
Put up route signs
2 people
37
Set up changing rooms
2 people
38
Welcome performers
2 people
39
Set up catering
3 people
40
Test the equipment
3 people
41
Run through the lighting settings
2 people
42
Test music and cues
2 people
43
Short dress rehearsal
6 people
44
Have performers change clothes
2 people
45
Staff the information desk
3 people
46
Welcome visitors
4 people
47
Hand out programs
2 people
48
Serve drinks
3 people
49
Have the audience take their seats
3 people
50
Assist the performance
4 people
51
Refill drinks
2 people
52
Serve break snacks
3 people
53
Guide the second part
4 people
54
Guide the audience to the exit
3 people
55
Thank the performers
2 people
56
Serve a late-night snack
3 people
57
Moderate audience questions
2 people
58
See off the last visitors
2 people

Aftercare

59
Switch off the equipment
3 people
60
Remove decorations
3 people
61
Clear away chairs and tables
4 people
62
Wash dishes
3 people
63
Collect waste
2 people
64
Clean the room
3 people
65
Clean changing rooms
2 people
66
Clean the dance floor
2 people
67
Check materials
2 people
68
Pack up equipment
4 people
69
Return keys and access passes
70
Return deliveries
2 people
71
Distribute leftover food
2 people
72
Handle lost and found

What to bring

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

Furniture

Audience chairsqty 110
Foldable tablesqty 8
Changing room chairsqty 12
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Dance floor panelsqty 24
Gaffer tapeqty 4
Spare cablesqty 6

Lighting

LED spotlightsqty 6
Light standsqty 3
Atmosphere lightsqty 8
Spare batteriesqty 24

Decorations

Hall drapesqty 6
Backdrop cloth
Plantsqty 8
Vasesqty 8
Table runnersqty 8
Program boardsqty 4
Route sign standsqty 6

Tableware

Glassesqty 130
Coffee cupsqty 60
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 100
Serving traysqty 8
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Serving spoonsqty 8
Serving tongsqty 8
Label holdersqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Microfiber clothsqty 12
Hand broomsqty 4

Catering

Groceries

Tips

Confirm the dance group and venue before publishing invitations. Ask for the technical requirements at least four weeks before the performance so you can reserve speakers, a mixer, microphones, lighting and dance floor panels in time.
Treat the floor and play area as a production issue, not just a room setup. Check the surface, clearances and audience sightlines at least one week ahead, then mark cable routes with cable mats and gaffer tape before the audience arrives.
Test every music file on the actual laptop and sound system at least 48 hours before the event. Keep spare cables, extension cords, power strips and batteries available; a file that plays on one computer may still fail through the venue setup.
Set registration and dietary-information deadlines separately from the invitation date. Print the audience list and prepare name badges on the day before, rather than trying to identify late changes while doors are opening.
Build the programme around the performance length, arrival time and any food service. Chill drinks several hours before guests arrive, and complete the access-route, parking and emergency-exit checks before the final room setup.

Frequently asked questions

How far in advance should I plan a contemporary dance performance?: Secure the date, venue and dance group at least 8 to 12 weeks ahead. Request technical requirements and artist information no later than 4 weeks before the performance, leaving time to reserve equipment and adjust the room.
What technical equipment is needed for a contemporary dance performance?: The exact list depends on the group, but allow time to confirm active speakers, a mixer, a laptop, audio cables and power equipment, plus lighting such as LED spotlights and stands. Confirm the requirements at least 4 weeks before the event and test the complete setup 48 hours beforehand.
When should I send invitations and close registrations?: Send invitations once the date, venue and programme outline are stable, usually 4 to 6 weeks before the performance. Close registrations and dietary requests at least 3 days before the event so you can print the audience list and give catering an accurate number.
How early should I arrive to set up the performance space?: Allow at least 3 hours before doors open for the floor, chairs, lighting, sound, signage and safety checks. Schedule a separate sound and music test before the audience enters, rather than combining it with final guest preparation.

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.