How to organise a dance afternoon

A dance afternoon works best when you build the plan around the music, the room and the arrival of your guests. Start by sending invitations and tracking registrations, then use those numbers to plan dietary requirements, refreshments and seating. Before the event, confirm the venue, check every music file and test the sound equipment. On the day, set up the floor first, then the registration table, buffet and bar so visitors can arrive without blocking the dancing.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Compile the music program
2 people
5
Check music files
6
Confirm reservations
7
Check the shopping list
8
Do the shopping
2 people
9
Collect materials
2 people
10
Check the venue and floor
2 people
11
Set up tables
3 people
12
Set up chairs
3 people
13
Connect music equipment
2 people
14
Test music and microphone
2 people
15
Hang lighting
2 people
16
Hang decorations
3 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Set up the buffet and bar
2 people
20
Set up the registration table
2 people
21
Brief volunteers
2 people

Event

22
Welcome visitors
2 people
23
Provide music
24
Keep the dance floor clear
25
Serve snacks
2 people
26
Refill drinks
2 people
27
Provide coffee and tea
28
Empty trash bins
29
Announce the final numbers
30
Wave goodbye to visitors
2 people

Aftercare

31
Switch off equipment
2 people
32
Collect tableware
3 people
33
Clear tables and chairs
4 people
34
Collect waste
2 people
35
Clean the venue
3 people
36
Remove decorations
2 people
37
Check materials
2 people
38
Return borrowed items
2 people
39
Store leftover stock

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothing rack
Waste binsqty 5

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 80
Knivesqty 40
Forksqty 80
Serving spoonsqty 6

Equipment

Active speakersqty 2
Mixer
Microphone
Laptop
Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Welcome sign

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set a registration deadline several days before the dance afternoon. Use the final numbers to check chairs, glasses, plates, snacks and drinks instead of shopping by guesswork.
Finish the music programme before the day itself and check every file on the laptop. Test the mixer, active speakers and microphone in the venue, because cables, power strips and extension cords are easy to overlook.
Check the dance floor before putting out tables and chairs. Keep a clear route from the registration table to the floor, and place buffet tables at the edge so people do not cross the dancers’ space.
Chill drinks and prepare snacks before visitors arrive, then set up the buffet and bar together. Put serving spoons, plates, forks and glasses in one place so volunteers are not searching during the first songs.
Brief volunteers in a short meeting before opening time. Give someone responsibility for welcoming visitors, someone for snacks and someone for keeping the dance floor clear; also show them where the broom, mop and waste bins are kept.

Frequently asked questions

How far in advance should I send invitations for a dance afternoon?: Send invitations at least 3 to 4 weeks in advance, especially if you need registrations and dietary requirements. Set a reply deadline about 7 days before the event so you can shop and arrange seating with reliable numbers.
How much food and drink do I need for a dance afternoon?: For the first hour, allow about 2 to 3 drinks per person, then roughly 1 drink per person per hour. Plan 3 to 5 small snack portions per guest, with extra options once you know the dietary requirements.
When should I test the music equipment?: Test the laptop, mixer, active speakers and microphone at the venue at least 2 hours before guests arrive. Play several files from the programme, check the volume from the dance floor and secure cables before setting out the chairs.
How early should volunteers arrive for a dance afternoon?: Ask volunteers to arrive 90 minutes before opening. That gives you time to check the floor, set up tables and chairs, connect and test the music, chill drinks, prepare snacks and complete a short briefing.

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.