How to organise a dance concert without losing control

A dance concert combines live performance, movement, amplified sound and a steady flow of visitors, so the order of your planning matters. Start by fixing the date and venue, then confirm performers, technical needs, permits and insurance before opening ticket sales. Build the running order around sound checks and changeovers, not just stage time. In the final week, turn the plan into clear roles, routes and timings for artists, volunteers, catering and visitors.

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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 location
2 people
2
Book performers and dance groups
2 people
3
Reserve sound equipment
4
Check permits and insurance
5
Draw up the program and schedule
2 people
6
Send invitations
2 people
7
Open ticket sales
8
Process registrations
9
Collect dietary requirements
10
Order catering and refreshments
2 people
11
Assign volunteers
2 people
12
Share the run-of-show
13
Collect artist information
14
Check technical requirements
2 people
15
Gather music files
2 people
16
Create map and visitor route
17
Make name tags and wristbands
2 people
18
Print programs
19
Purchase decorations
2 people
20
Check stock
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people

Event

24
Open venue
2 people
25
Clear the loading and unloading area
2 people
26
Set up tables and chairs
5 people
27
Clear the dance floor
3 people
28
Connect sound
3 people
29
Connect the lighting
2 people
30
Test microphones
2 people
31
Test music and playlists
2 people
32
Hang up decorations
3 people
33
Set up the entrance and coat check
3 people
34
Build the catering buffet
3 people
35
Set out drinks
2 people
36
Set out snacks
2 people
37
Check toilets
38
Check the safety routes
2 people
39
Welcome performers
2 people
40
Give the artist briefing
2 people
41
Open the doors
3 people
42
Check in visitors
4 people
43
Hand out programs
2 people
44
Staff the cloakroom
2 people
45
Start opening music
46
Guide the performances
3 people
47
Announce break
48
Serve snacks
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Clear buffet
2 people
52
Keep the audience area clean
2 people
53
Tear down the performances
3 people
54
Announce the closing act
55
Wrap up music
56
Guide visitors to the exit
3 people
57
Complete coat check checkout
2 people

Aftercare

58
Turn off the sound
2 people
59
Switch off lighting equipment
2 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Take down tables and chairs
4 people
63
Remove decorations
3 people
64
Wash dishes
3 people
65
Clean the venue
4 people
66
Collect lost and found items
67
Pack equipment
3 people
68
Return materials
2 people
69
Store leftover stock
2 people
70
Dispose of waste
2 people
71
Send thank-you message

What to bring

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

Furniture

Bar stoolsqty 12
Tablesqty 10
Chairsqty 100
Coat racksqty 4
Foldable tablesqty 4
Bollardsqty 8

Equipment

Speakersqty 4
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music laptop
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10
Headphonesqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 4

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Corkscrewsqty 2
Bottle openersqty 4
Cutting boardsqty 4
Chef's cutleryqty 4
Ice packsqty 16

Decorations

Fabric backdropsqty 3
Balloon archesqty 2
Tableclothsqty 10
Plantsqty 8
Program standsqty 4
Directional signsqty 8
Chalkboardsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Waste binsqty 6

Catering

Groceries

Tips

Confirm the venue, performers and sound setup before advertising the event. Ask every artist for technical requirements and music files early; late changes can affect the mixer, microphones, DI boxes, speakers and available power.
Create the run-of-show with arrival times, sound checks, performances, breaks and changeovers. Share it with performers and volunteers at least 3 days before the concert, including who handles each transition.
Set a firm ticket and registration process before sending invitations. Collect dietary requirements when people register, then give the caterer a final count no later than 3 days before the event.
Plan visitor movement as carefully as the performance area. Mark the entrance, cloakroom, seating, bar, toilets and emergency routes on a map, and use bollards, wristbands, name tags and clear signs where queues could form.
Treat load-in and opening as separate jobs. Keep the unloading area clear before performers arrive, test audio and lighting before doors open, chill drinks in advance, and place reusable glasses, coffee cups and serving equipment where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I plan a dance concert?: Start at least 8 to 12 weeks ahead if you need performers, sound equipment, permits and ticket sales. Use the final 7 days for confirmations, printing, shopping and volunteer briefings rather than major decisions.
When should I book sound equipment for a dance concert?: Reserve speakers, a mixer, microphones, stands, DI boxes, cables and power equipment as soon as the performers and venue are confirmed, ideally 6 to 8 weeks before the concert. Send the technical requirements to the supplier before finalising the stage plan.
When should I send the dance concert schedule to performers?: Send a working schedule at least 2 weeks before the event and the final run-of-show 3 days before it. Include arrival, sound-check, performance, changeover and departure times so artists know when they must be ready.
How much catering should I order for a dance concert?: Base the order on confirmed registrations and add around 10% for staff, performers and late arrivals. Finalise dietary information and quantities 3 days before the concert, then prepare snacks and chill drinks on the event day before doors open.

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.