How to organise a dance festival
Start by fixing the date and venue, then build the programme around confirmed dance instructors and workshops. Open registration only when the schedule and practical information are reliable enough to share. In the final weeks, match participant numbers to catering, equipment and volunteer shifts, and send separate instructions to participants and artists. The details most often missed are music files, dietary requirements, changing areas, power access and printed workshop lists.
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
Contact dance instructors
2 people
- 3
Compile the music program
2 people
- 4
Plan workshops
3 people
- 5
Confirm reservations
- 6
Open participant registration
- 7
Send invitations
2 people
- 8
Distribute promotional posters
3 people
- 9
Process registrations
2 people
- 10
Collect dietary requirements
- 11
Schedule volunteers
2 people
- 12
Publish the program
- 13
Send participant information
- 14
Send artist information
- 15
Gather music files
2 people
- 16
Check the playlist
2 people
- 17
Calculate catering quantities
2 people
- 18
Inventory materials
2 people
- 19
Rent missing equipment
2 people
- 20
Prepare name badges
2 people
- 21
Print workshop lists
- 22
Print the run sheet
- 23
Check the shopping list
2 people
- 24
Do the shopping
3 people
- 25
Store chilled products
2 people
- 26
Pick up venue keys
2 people
- 27
Inspect the rooms
2 people
- 28
Clean the floors
3 people
- 29
Set up tables and chairs
4 people
- 30
Mark dance floor areas
2 people
- 31
Set up the reception desk
2 people
- 32
Set up catering table
3 people
- 33
Connect sound equipment
3 people
- 34
Test the music
2 people
- 35
Install lighting
3 people
- 36
Hang up decorations
3 people
- 37
Prepare registration materials
2 people
- 38
Set out workshop bags
3 people
- 39
Prepare snacks
4 people
- 40
Chill drinks
2 people
- 41
Prepare coffee and tea
2 people
- 42
Check toilets
2 people
- 43
Clear emergency routes
2 people
- 44
Brief volunteers
3 people
Event
- 45
Receive participants
4 people
- 46
Check off registrations
3 people
- 47
Hand out name badges
2 people
- 48
Lead the first dance
3 people
- 49
Lead the workshops
6 people
- 50
Provide music between workshops
2 people
- 51
Serve snacks
3 people
- 52
Refill drinks
2 people
- 53
Refill coffee and tea
2 people
- 54
Keep dietary options separate
2 people
- 55
Keep the break room tidy
2 people
- 56
Announce workshop changes
- 57
Guide the performances
3 people
- 58
Oversee the open dance floor
3 people
- 59
Operate lighting during performances
- 60
Check the sound level
- 61
Empty trash bins
2 people
- 62
Clean the toilets in between
2 people
- 63
Announce the closing
- 64
Check out visitors
3 people
Aftercare
- 65
Turn off the sound equipment
2 people
- 66
Finalizing food and drinks
3 people
- 67
Remove decorations
3 people
- 68
Put furniture back
4 people
- 69
Collect tableware
3 people
- 70
Wash dishes
3 people
- 71
Sort and remove waste
3 people
- 72
Sweep and mop floors
3 people
- 73
Thoroughly clean the toilets
2 people
- 74
Pack equipment
3 people
- 75
Check borrowed materials
2 people
- 76
Return rental items
2 people
- 77
Store leftover stock
2 people
- 78
Hand over the venue
2 people
- 79
Collect lost and found items
- 80
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 10
- Folding chairsqty 80
- Bar stoolsqty 12
- Coat racksqty 4
- Changing room screensqty 6
- Storage cratesqty 12
Tableware
- Reusable cupsqty 220
- Coffee cupsqty 100
- Platesqty 180
- Cake platesqty 100
- Forksqty 180
- Knivesqty 120
- Spoonsqty 120
- Serving plattersqty 12
Decorations
- Tableclothsqty 10
- Buntingqty 8
- Balloonsqty 150
- Paper fansqty 20
- Directional signsqty 12
- Program postersqty 20
- Name badgesqty 180
- Badge holdersqty 180
Equipment
- Active speakersqty 2
- Mixer
- Wireless microphonesqty 2
- Microphone standsqty 2
- Laptop
- Audio cablesqty 6
- Extension cordsqty 8
- Power stripsqty 6
- Gaffer tapeqty 6
- Power banksqty 4
- Mobile phonesqty 3
- Clipboardsqty 8
- Pensqty 30
Lighting
- LED spotlightsqty 8
- String lightsqty 6
- Lighting standsqty 4
- Spare bulbsqty 12
- Flashlightsqty 6
Kitchen
- Coolersqty 4
- Thermos flasksqty 6
- Coffee machinesqty 2
- Kettlesqty 2
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Serving tongsqty 8
- Measuring cupsqty 2
- Ice packsqty 20
Cleaning
- Waste binsqty 10
- Vacuum cleanerqty 2
- Mopsqty 4
- Bucketsqty 4
- Broom setsqty 3
- Microfiber clothsqty 24
Safety
- First aid kitsqty 2
- Non-slip matsqty 12
- Barrier tapeqty 4
- Work glovesqty 8
Catering
- Groceries
Tips
- Confirm instructors and workshop lengths before publishing the programme. Leave at least 15 minutes between sessions for room changes, questions and audio checks.
- Set a registration deadline at least 7 days before the festival. Use the final participant count to calculate catering, print name badges and produce workshop lists.
- Ask for dietary requirements during registration, then pass the final list to whoever is buying or serving food no later than 3 days before the event.
- Collect every music file at least 5 days in advance and test the playlist on the actual laptop, mixer and speakers. Bring the files locally rather than relying on an internet connection.
- Create the run sheet with named volunteers, room locations and changeover times. Check extension cords, power strips, microphones and stands during the equipment inventory, not on the morning itself.
Frequently asked questions
- How far in advance should I organise a dance festival?
- Start at least 12 weeks before the event if you need several instructors, workshops and participant registration. Confirm the date and venue first, then secure instructors before promoting the programme.
- When should dance festival registration close?
- Close registration around 7 days before the festival so you can process entries, collect dietary requirements and print badges and workshop lists. Keep a small buffer for late changes rather than ordering catering from an early estimate.
- How much time should I leave between dance workshops?
- Allow at least 15 minutes between workshops, and use 20 to 30 minutes when rooms, instructors or equipment change. Include these changeovers in the published programme and volunteer run sheet.
- When should I test the music and sound equipment?
- Gather music files at least 5 days before the festival and test the complete setup during the final week. Do a second sound check on site before participants arrive, including microphones, cables and power connections.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!