How to organise a dance competition

Start by fixing the competition format, rules and judging method before inviting dancers. Then confirm the venue layout, registration process and music arrangements so you know exactly how many people and performances to plan for. In the final week, lock the start order, test every music file, brief volunteers and prepare the run sheet. On the day, inspect the floor and sound system before participants arrive, rather than trying to solve technical problems between heats.

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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
Draw up competition rules
2 people
2
Assign judges
3
Arrange a music supplier
4
Confirm the venue and room layout
2 people
5
Create registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Make reservations
10
Update participant list
11
Set the starting order
2 people
12
Design jury forms
13
Order prizes
14
Print the run sheet
15
Gather music files
2 people
16
Check music files
2 people
17
Inform participants
2 people
18
Assign volunteers
2 people
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Check prizes and medals
2 people
22
Collect materials
3 people
23
Chill drinks
2 people
24
Open hall
2 people
25
Inspect floor
2 people
26
Lay the dance floor
4 people
27
Set up audience seating
4 people
28
Set up jury table
2 people
29
Set up registration desk
2 people
30
Set up the catering table
2 people
31
Connect the sound system
2 people
32
Test microphones
2 people
33
Set up the match music
2 people
34
Prepare the jury forms
2 people
35
Lay out number signs
36
Hang up decorations
3 people
37
Set up the buffet and drinks
3 people
38
Display prizes
2 people
39
Check toilets
40
Brief volunteers
3 people

Event

41
Receive participants
4 people
42
Register participants
3 people
43
Hand out race numbers
2 people
44
Welcome the audience
3 people
45
Play the opening music
46
Deliver the welcome speech
47
Explain the competition rules
48
Supervise the warm-up area
2 people
49
Announce performances
50
Operate competition music
2 people
51
Set up the participants
2 people
52
Collect jury scores
2 people
53
Process scores
2 people
54
Serve drinks
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Empty trash bins
2 people
58
Keep the audience floor clean
2 people
59
Supervise the break program
2 people
60
Announce finalists
61
Lead the final
4 people
62
Check the jury result
3 people
63
Handle prize ceremony
3 people
64
Announce the closing
65
See the audience out
3 people

Aftercare

66
Turn off the sound system
2 people
67
Pack leftover food
2 people
68
Collect tableware
3 people
69
Clear tables and chairs
4 people
70
Remove the dance floor
4 people
71
Remove decorations
3 people
72
Collect waste
3 people
73
Clean the room
4 people
74
Clean the restrooms
2 people
75
Count materials
2 people
76
Return sound equipment
2 people
77
Return rental items
2 people
78
Publish results
79
Thank participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 180
Jury tablesqty 2
Clothes racksqty 4
Party tentsqty 2

Sports equipment

Dance floor panelsqty 24
Floor tapeqty 6
Heating matsqty 8
Start number vestsqty 40
Stopwatchesqty 3
Conesqty 12
Cupsqty 6
Medalsqty 30
Certificatesqty 50
Start number signsqty 40
Scoreboard
Scorecardsqty 150
Jury formsqty 100
Pensqty 40

Equipment

Sound system
Speakersqty 2
Microphonesqty 3
Mixer
Laptop
USB sticksqty 3
Extension cordsqty 4
Power stripsqty 6

Lighting

LED spotlightsqty 6
Light standsqty 2
Cable matsqty 8

Tableware

Reusable cupsqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Knivesqty 8
Bread basketsqty 6
Bottle openersqty 4

Decorations

Balloon archesqty 2
Buntingqty 8
Tableclothsqty 10
Stage drapesqty 4
Directional signsqty 12
Photo backdrop
Notice boardqty 2
Table numbersqty 10

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Broom and dustpanqty 3
Glovesqty 12

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the competition. Use the final participant list to create the start order, check dietary requirements and calculate seating, refreshments and start-number bibs.
Write the rules before sending invitations, including performance limits, scoring criteria, tie-breaks and what happens if a dancer misses their start. Give judges the same scoring form and briefing.
Collect every music file in one clearly named folder at least 3 days in advance. Test each track on the actual laptop, sound system and speakers, and keep a second copy on a USB stick.
Draw the room layout before setup: leave a clear route around the dance floor, place jury tables where judges can see every performance, and cover extension cords with cable mats or tape.
Print the run sheet and assign volunteers to registration, music, participant staging and refreshments. Open the hall early enough to inspect the floor, position lights and test microphones before the first dancer arrives.

Frequently asked questions

How far in advance should I organise a dance competition?: Start planning at least 8 weeks ahead if you need to book a venue, arrange judges and invite participants. Set the registration deadline 7 days before the event so you still have time to create the start order and resolve missing information.
How many judges do I need for a dance competition?: Use at least 3 judges for a small competition so one opinion does not decide the result. Confirm their availability no later than 4 weeks before the event and give them the rules and scoring forms in advance.
When should I collect the dancers’ music files?: Ask for music files when registrations close, ideally at least 3 days before the competition. Check every file on the event equipment and keep a duplicate on a USB stick before the hall opens.
How early should I arrive at the venue for a dance competition?: Allow at least 2 hours before the first performance for room setup, floor inspection, lighting, sound checks and volunteer briefing. Keep a short buffer before participant check-in so technical issues do not delay registration.

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