How to organise a dance fair

Start by fixing the venue, date and hall layout before inviting exhibitors or dance schools. Then build the programme around demonstrations and workshops, while registrations are still open. A dance fair needs more than stands: allow space for movement, mirrors, mats, sound equipment and clear routes between activities. Most problems happen when exhibitor details, dietary requirements, power connections or programme changes are left until the final week.

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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 venue and hall
2
Contact exhibitors
2 people
3
Invite dance schools
2 people
4
Register suppliers
5
Send invitations
2 people
6
Open online registrations
7
Compile program
2 people
8
Book workshops
2 people
9
Document demonstrations
2 people
10
Collect dietary requirements
11
Book catering
12
Order beverage delivery
13
Post promotion online
2 people
14
Create floor plan
15
Assign stand numbers
16
Inform exhibitors
2 people
17
Process registrations
2 people
18
Prepare name badges
2 people
19
Design signage
20
Print the program
2 people
21
Check stock
2 people
22
Do the shopping
2 people
23
Prepare materials
3 people

Event

24
Open venue
2 people
25
Set up tables and chairs
4 people
26
Set up exhibition walls
4 people
27
Hang up stand numbers
2 people
28
Place mirrors
3 people
29
Mark off the dance floor
2 people
30
Connect the sound system
2 people
31
Test music and microphone
2 people
32
Check the lighting and power
2 people
33
Set up the catering buffet
3 people
34
Prepare coffee and tea
2 people
35
Welcome exhibitors
3 people
36
Direct exhibitors to their stands
2 people
37
Set up registration desk
2 people
38
Welcome visitors
3 people
39
Distribute program
2 people
40
Register visitors
3 people
41
Lead the workshops
3 people
42
Announce Demonstrations
43
Operate the music during demonstrations
44
Support exhibitors
2 people
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Empty trash bins
2 people
48
Check toilets
49
Inform visitors at closure
2 people
50
Have exhibitors take down their stands
3 people
51
Turn off the sound system

Aftercare

52
Collect materials
4 people
53
Clear tables and chairs
4 people
54
Take down mirrors and booth walls
4 people
55
Wash dishes
3 people
56
Empty coolers
2 people
57
Sort waste
3 people
58
Clean the room
4 people
59
Clean the restrooms
2 people
60
Check for damage
2 people
61
Return borrowed items
2 people
62
Store unused stock
2 people

What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Bar stoolsqty 8
Clothes racksqty 10
Folding benchesqty 4
Display wallsqty 12
Stage blocksqty 4
Bollardsqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Music cablesqty 4
Power stripsqty 8
Extension cordsqty 8
Rechargeable batteriesqty 12
Mirrorsqty 8

Lighting

LED spotlightsqty 8
String lightsqty 6

Sports equipment

Dance matsqty 20
Yoga matsqty 20
Stretch bandsqty 20
Towelsqty 30

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 24
Flower arrangementsqty 6
Directional signsqty 12
Program standsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Waste binsqty 10
Hand broomsqty 4

Catering

Groceries

Organization

Registration tablesqty 2
Name badgesqty 150
Badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Cash registersqty 2
Cash boxesqty 2
Wristbandsqty 200
Trade fair floor plansqty 200
Program bookletsqty 200
Ticket scannersqty 2
Cable tiesqty 100
Gaffer tapeqty 6
Scissorsqty 6
Paper tapeqty 8
Staplersqty 3
Staplesqty 5
Markersqty 12
Pen holdersqty 4
Table numbersqty 30
Clipboardsqty 12
Trade fair boxesqty 12
Storage binsqty 8

Tips

Confirm the hall layout before assigning stand numbers. Mark the stage, demonstration area, registration desk, catering point and clear walkways so tables, display walls and clothes racks do not block movement.
Contact exhibitors and dance schools early, then give them a firm deadline for logos, descriptions and practical requirements. You need this information before printing the programme, signage and name badges.
Book workshops and demonstrations before promoting the full programme. Check the available floor area, mirrors, dance or yoga mats, microphones, speakers and power connections for each session.
Keep online registration open long enough to estimate attendance and collect dietary requirements. Use the final registration numbers to adjust catering, coffee cups, glasses, plates and cutlery rather than guessing.
Do a technical check before doors open, not during the first workshop. Test the mixer, wireless microphones, music cables, laptop, speakers, LED lighting, extension cords and rechargeable batteries in the actual room.

Frequently asked questions

How far in advance should I organise a dance fair?: Start venue and hall planning at least 12 weeks before the fair. Contact exhibitors and dance schools soon after, and aim to have the programme and supplier bookings confirmed 4 to 6 weeks before the event.
How do I plan the layout for a dance fair?: Create the floor plan before assigning stands, leaving separate space for demonstrations, workshops, registration and catering. Allow at least 1 metre for main walkways, and check that mats, mirrors, stage blocks and display walls do not restrict exits.
When should I open registration for a dance fair?: Open online registration once the venue, date and main programme are confirmed, usually 6 to 8 weeks before the event. Set a closing date 5 to 7 days before the fair so you can finalise badges, catering and seating.
What equipment do I need to test before a dance fair?: Test the sound system, mixer, wireless microphones, laptop, music cables and speakers at least one day before the fair. On the event morning, run a second check and keep spare batteries, power strips and extension cords ready.

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.