How to organise a dance competition from start to finish

A dance competition runs smoothly when the format, music and judging process are fixed before registrations open. Start by booking the venue, setting the competition rules and assigning judges, then build the registration and start-list process around those decisions. In the final week, confirm every participant, prepare jury forms, check the dance floor and test the sound system. On the day, allow enough time to open the venue, set up registration and back up all competition music before dancers arrive.

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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
Reserve venue
2
Define the competition format
2 people
3
Assign judges
4
Arrange a music supplier
5
Create registration form
6
Send invitations
2 people
7
Register participants
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Order prizes and cups
11
Send competition rules
12
Compile start list
2 people
13
Make jury forms
14
Gather music files
2 people
15
Print the program
16
Confirm participants
2 people
17
Calculate catering quantities
2 people
18
Check the shopping list
19
Inventory materials
2 people
20
Do the shopping
3 people
21
Collect cups and prizes
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Back up competition music
2 people

Event

25
Open venue
2 people
26
Check the floor
2 people
27
Lay the competition floor
6 people
28
Set up the sound system
3 people
29
Test music playback
2 people
30
Test lighting and power
2 people
31
Set up the grandstand
4 people
32
Set up the registration desk
2 people
33
Set up judges' table
2 people
34
Set up the catering table
3 people
35
Hang decorations
3 people
36
Put up directional signs
2 people
37
Prepare the jury forms
2 people
38
Receive participants
3 people
39
Hand out race numbers
2 people
40
Brief the jury
41
Have dancers warm up their voices
2 people
42
Welcome the audience
3 people
43
Open the match
44
Play the music for the preliminary rounds
2 people
45
Collect jury forms
2 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Process the interim results
2 people
49
Announce finalists
50
Announce break
51
Restock the break room
2 people
52
Set up finalists
2 people
53
Play the final music
2 people
54
Check final scores
2 people
55
Prepare awards ceremony
3 people
56
Announce the winners
57
Present prizes
3 people
58
Take group photo
2 people
59
See the audience out
3 people

Aftercare

60
Turn off the sound system
2 people
61
Dismantle competition floor
6 people
62
Dismantle furniture
4 people
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clean the venue
4 people
66
Remove decorations
2 people
67
Check borrowed items
2 people
68
Return materials
2 people
69
Send out the results
70
Share photos

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Judges' table
Registration desk
Clothes racksqty 4
Changing room screensqty 6
Bollardsqty 12
Coat racksqty 2

Sports equipment

Dance floor panelsqty 24
Non-slip matsqty 12
Bib numbersqty 120
Conesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Music laptop
Backup music player
Laptop chargerqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 6
Gaffer tapeqty 4
USB sticksqty 3

Lighting

LED spotlightsqty 6
String lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pouring jugsqty 8
Coffee potsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Ice cube traysqty 6

Decorations

Balloonsqty 150
Balloon archesqty 2
Stage drapesqty 4
Tableclothsqty 12
Bannersqty 6
Number signsqty 20
Prizes and trophiesqty 30
Medal setsqty 60
Ribbonsqty 6
Photo backdrop

Catering

Groceries

Cleaning

Floor mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Waste binsqty 10
Pedal binsqty 4

Other

Pensqty 30
Clipboardsqty 20
Notepadsqty 12
Printer paperqty 500
Printer
Calculatorsqty 4
Wristbandsqty 180
Arrow stickersqty 30
Name stickersqty 180
First aid kit
Flashlightsqty 3
Handbagsqty 2

Tips

Set the competition format before sending invitations. Decide the categories, running order and judging method first, because these details determine the registration form, rules and final start list.
Close registrations early enough to process them properly. Set a clear deadline, check every entry and collect dietary requirements before ordering catering or printing the programme.
Treat the music setup as a two-device system. Test the speakers, mixer, microphones and music laptop in the venue, then keep the backup music player and a second copy of the files ready.
Build the venue around three separate flows: dancer check-in, changing areas and audience seating. Put the registration desk near the entrance, and use screens or clothing racks so dancers are not changing beside the judges’ table.
Do a final equipment check at least one day before the event. Count bib numbers, jury forms, cups and prizes, test every extension cord and power strip, and tape down cables before the dance floor opens.

Frequently asked questions

How far in advance should I organise a dance competition?: Start planning at least 8 to 12 weeks ahead. Book the venue and judges first, then open registrations once the format, rules and music arrangements are confirmed.
How do I create a start list for a dance competition?: Process registrations after the closing date and group dancers by category, age or level as required by your format. Aim to publish the start list and programme at least 5 to 7 days before the competition.
How much music do I need for a dance competition?: Prepare one clearly labelled file for every performance, plus the opening, breaks and awards music. Keep a complete second copy on a USB stick or backup player, and test both copies before the venue opens.
When should I order prizes and catering for a dance competition?: Order cups and prizes as soon as registrations give you a reliable participant count, normally 3 to 4 weeks before the event. Calculate catering quantities after registrations close, then shop and prepare snacks 1 to 2 days beforehand.

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.