How to organise a dance competition without last-minute chaos

A dance competition runs smoothly when decisions are made in the right order. Start with the rules, venue and judging team before opening registration, then build the schedule around confirmed participants and music. The details that cause trouble are usually practical: incomplete music files, unclear starting orders, missing dietary information and jury tables that are not ready on time. Use the plan below to move from competition format to final venue checks without losing track of deadlines.

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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
Confirm the competition venue
2 people
3
Assign judges
2 people
4
Book host
5
Finalize the music coordinator
6
Create registration form
7
Send invitations
2 people
8
Post promotion online
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm participants
2 people
12
Set the starting order
2 people
13
Make jury forms
14
Send participant information
15
Check reservations
16
Gather music files
2 people
17
Check music files
2 people
18
Order prizes and medals
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Collect materials
3 people
22
Print participant list
23
Lay out bib numbers
2 people
24
Prepare the jury tables
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Open venue
2 people
28
Check the floor and hall
3 people
29
Mark off the dance floor
3 people
30
Set up sound equipment
3 people
31
Test sound system
2 people
32
Test the lighting
2 people
33
Set up tables
3 people
34
Set up chairs
4 people
35
Set up the jury tables
2 people
36
Set up the reception desk
2 people
37
Set up the catering buffet
3 people
38
Hang decorations
3 people
39
Put up directional signs
2 people
40
Set up the prize table
2 people
41
Give the jury briefing
5 people
42
Brief volunteers
4 people

Event

43
Receive participants
4 people
44
Hand out race numbers
2 people
45
Prepare the music order
2 people
46
Welcome the audience
3 people
47
Give the opening speech
48
Guide competition rounds
4 people
49
Play music for each round
2 people
50
Collect judging forms
2 people
51
Process scores
2 people
52
Serve drinks
3 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Restock the buffet
2 people
56
Keep the venue tidy
2 people
57
Collect audience feedback
2 people
58
Guide the final round
4 people
59
Check the final results
3 people
60
Present prizes
3 people
61
Give the closing speech
62
See participants off
3 people

Aftercare

63
Collect lost and found items
2 people
64
Tear down audio equipment
3 people
65
Dismantle lighting
2 people
66
Remove decorations
3 people
67
Wash dishes
3 people
68
Sort waste
3 people
69
Clear tables and chairs
4 people
70
Clean the dance floor
2 people
71
Clean the restrooms
2 people
72
Clean the room
4 people
73
Return materials
3 people
74
Return borrowed items
2 people
75
Send results to participants
76
Share photos with participants

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 180
Jury tablesqty 3
Judges' chairsqty 8
Bar stoolsqty 4
Clothes racksqty 4
Bollardsqty 12
Barrier tapeqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
USB sticksqty 3
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Light standsqty 2
Light filtersqty 6

Sports equipment

Dance floor panelsqty 24
Rubber non-slip matsqty 12
Heating matsqty 10
Mirrorsqty 4
Water cratesqty 8

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 12
Serving traysqty 8
Pitchersqty 8
Coffee potsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 4
Bottle openersqty 4
Scissorsqty 4
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 12
Serving tongsqty 8
Kettlesqty 2

Decorations

Balloonsqty 150
Balloon archesqty 2
Buntingqty 12
Tableclothsqty 12
Stage drapesqty 4
Photo backdrop
Decorative tapeqty 6
Welcome sign
Round boardqty 6
Directional signsqty 12
Table numbersqty 12
Buntingqty 6
Table decorationsqty 12
Photo propsqty 20

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 3
Mop setsqty 3
Bucketsqty 4
Microfiber clothsqty 20
Glovesqty 12
Waste sorting binsqty 6
Trash binsqty 4
Spongesqty 12
Scouring spongesqty 6
Rubber window squeegeesqty 2
Toilet brushesqty 4
Air freshenersqty 4
Cleaning bucketsqty 4

Catering

Groceries

Registration

Bib numbersqty 120
Safety pinsqty 300
Wristbandsqty 220
Name stickersqty 220
Ballpoint pensqty 30
Clipboardsqty 12

Competition equipment

Jury formsqty 200
Score sheetsqty 30
Participant listsqty 20
Program leafletsqty 220
Certificatesqty 120
Medalsqty 30
Cupsqty 12
Envelopesqty 30
Pen holdersqty 4
Paper tapeqty 6
Markersqty 12
Calculatorsqty 4
Timerqty 2
Clothing coversqty 40
Mirror Filmqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Anti-slip stickersqty 2
Flashlightsqty 4
Safety vestsqty 8
Emergency exit signsqty 6

Tips

Write the competition rules before sending invitations, including categories, judging criteria, music limits and how ties are resolved. Participants need these details before they register, not after the starting order is made.
Set a firm registration deadline and allow at least 3 to 5 days afterward to process entries, confirm participants and create the starting order. Keep dietary requirements in the same registration process so they do not arrive in separate messages.
Collect music files at least 7 days before the competition and check every file on the laptop and sound system. Keep a second copy on a USB stick; discovering a missing track during the first rehearsal is too late.
Plan the room from the dancers’ point of view: place the dance floor panels and non-slip mats first, then mark boundaries with barrier tape and position jury tables where judges can see the full floor. Leave clear routes for participants and equipment.
Finish the physical preparation the day before: print the participant list, lay out bib numbers, prepare jury forms, check reservations and chill drinks. On the event day, test microphones, speakers, lighting and extension cords before participants arrive.

Frequently asked questions

How far in advance should I organise a dance competition?: Start at least 8 to 12 weeks before the competition. Confirm the venue, judges, host and music coordinator first, then open registration once the rules and date are fixed.
When should dance competition registration close?: Close registration 7 to 10 days before the event. This gives you time to process entries, confirm participants, collect dietary requirements and set the starting order at least 3 days before the competition.
When should I collect the dancers’ music files?: Ask for music files when participants register and set the final upload deadline 7 days before the event. Check each file within 2 days of receiving it and keep a backup on a USB stick.
What should be checked at the venue before a dance competition?: Complete the venue check at least 24 hours beforehand. Test the dance floor, non-slip mats, speakers, mixer, microphones, lighting, power strips and extension cords, and confirm that the jury tables and chairs are in place.

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.