How to organise a dance festival without losing control

A dance festival needs more than DJs, dancers and a playlist. Start by fixing the date and location, then work through permissions, performers, registration, equipment, safety and the site layout in that order. Sound, lighting and power need particular attention because late changes can affect the whole programme. Use the full plan below to track 72 tasks and 72 supplies, from wristbands and cable mats to first aid and emergency exits.

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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
Check permits and notifications
2 people
3
Put together the dance program
3 people
4
Book Dance Teachers and DJs
2 people
5
Check music rights
6
Design invitations
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book catering
2 people
11
Reserve audio equipment
2 people
12
Reserve lighting equipment
2 people
13
Recruit volunteers
2 people
14
Assign volunteer tasks
2 people
15
Create the program and floor plan
2 people
16
Design signage
17
Order wristbands and tickets
18
Check insurance
19
Arrange first aid
2 people
20
Determine emergency exits
2 people
21
Check the weather forecast
22
Send program to attendees
23
Check stock
2 people
24
Check the shopping list
2 people
25
Do the shopping
3 people
26
Store groceries refrigerated
2 people
27
Sort decorations
2 people
28
Bring materials to the venue
4 people

Event

29
Open venue
2 people
30
Set up dance floor
4 people
31
Set up tables and chairs
4 people
32
Set up the sound system
3 people
33
Set up lighting
3 people
34
Tape down cables securely
2 people
35
Hang decorations
3 people
36
Set up the information desk
2 people
37
Set up registration desk
2 people
38
Set up the catering table
3 people
39
Chill drinks
2 people
40
Prepare snacks
4 people
41
Set out tableware and cutlery
2 people
42
Test the equipment
3 people
43
Set up emergency and safety equipment
2 people
44
Give staff briefing
3 people
45
Receive participants
4 people
46
Check tickets and wristbands
3 people
47
Lead the first dance
3 people
48
Lead dance workshops
5 people
49
Run the music program
2 people
50
Serve snacks
4 people
51
Refill drinks
3 people
52
Serve special meals separately
2 people
53
Direct the public to activities
2 people
54
Keep the dance floor safe
2 people
55
Empty trash bins
2 people
56
Wash dishes
2 people
57
Announce the final dance round
58
Ensure visitors leave safely
3 people

Aftercare

59
Turn off the sound equipment
2 people
60
Switch off lighting equipment
2 people
61
Pack food and drinks safely
2 people
62
Dismantle furniture
4 people
63
Remove decorations
3 people
64
Collect waste
4 people
65
Clean the venue
4 people
66
Clean tableware and supplies
3 people
67
Return materials
3 people
68
Return sound equipment
2 people
69
Return lighting equipment
2 people
70
Collect lost and found items
71
Donate or dispose of leftovers
2 people
72
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Party tentsqty 3
Changing room screensqty 4
Clothes racksqty 4

Equipment

Active speakersqty 4
Subwoofersqty 2
Mixer
Turntablesqty 2
DJ headphonesqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable matsqty 12
Laptopqty 2
Spare batteriesqty 24
First aid kitsqty 2
Flashlightsqty 6
Fire extinguishersqty 4

Sports equipment

Modular dance floorqty 60
Yoga and Dance Matsqty 30
Dance ribbonsqty 30
Warm-up blocksqty 20

Lighting

LED light barsqty 8
LED spotlightsqty 6
String lightsqty 10
Battery lanternsqty 8

Decorations

Fabric clothsqty 12
Balloonsqty 200
Balloon weightsqty 12
Buntingqty 10
Plantsqty 12
Photo backdrop
Directional signsqty 12
Program postersqty 20

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 120
Serving traysqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Ice cube traysqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Measuring cupsqty 4
Food containers with lidsqty 20

Catering

Water dispensersqty 4
Coffee machinesqty 3
Teapotsqty 3
Cash registersqty 2
Payment terminalsqty 2
Wristbandsqty 250
Name stickersqty 250
Napkinsqty 500
Groceries

Cleaning

Waste binsqty 12
Mop setsqty 4
Bucketsqty 6
Dustpans and brushesqty 6
Vacuum cleanersqty 2
Cleaning clothsqty 30
Glovesqty 30
Disinfectantqty 6
Trash bag holdersqty 12
Toilet brushesqty 4

Tips

Lock in the date and venue before booking teachers, DJs or catering. Check permits, notifications, insurance and music rights early; allow at least 4–8 weeks where local approval is required.
Build the programme around setup and changeover time, not only performance time. Leave at least 15 minutes between major sessions for moving equipment, checking the modular dance floor and resetting the sound system.
Confirm registrations and dietary requirements before placing the catering order. Send the final programme and practical information to attendees at least 3 days before the festival, including arrival details and the floor plan if useful.
Treat power and cable management as part of the production plan. Test active speakers, subwoofers, the mixer, microphones and lighting before doors open, and cover crossing points with cable mats rather than relying on extension cords alone.
Assign volunteers to specific posts and shifts instead of asking for general help. Have people responsible for registration, first aid, emergency exits, backstage or changing areas, refreshments and the final stock check; review the weather forecast 24 hours before setup if any activity is outdoors.

Frequently asked questions

How far in advance should I organise a dance festival?: Start at least 8–12 weeks ahead for a small festival, and earlier if permits, multiple teachers or substantial equipment are involved. Confirm the venue and date first, then book performers and submit any required notifications.
How many volunteers do I need for a dance festival?: Plan for at least 1 volunteer per operational area per shift, covering registration, safety, refreshments, performer support and floor management. Add extra people for setup and pack-down, and publish the shift plan at least 7 days beforehand.
When should I send the dance festival programme to attendees?: Send the confirmed programme and key practical details 3–7 days before the event. If timings or rooms change, send an update immediately and keep a printed copy available at registration.
How do I plan sound and lighting for a dance festival?: Reserve the audio and lighting equipment as soon as the programme and venue are confirmed, ideally 4–6 weeks ahead. Test the mixer, speakers, subwoofers, microphones, LED fixtures, cables and spare batteries during setup, before attendees arrive.

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