How to organise a dance marathon from start to finish

A dance marathon needs more than a playlist and an open floor. Start by fixing the date, venue and charity, then build registrations, volunteers, music and fundraising around the length of the event. The final week is for checking equipment, food, drinks and participant details; the event day depends on a printed run sheet and a clear floor plan. This guide follows that order so you can spot gaps before people arrive.

Organize this event for free with Lizzt

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
Confirm the charity
2 people
3
Create a registration form
4
Send invitations
2 people
5
Post promotion online
2 people
6
Process registrations
7
Collect dietary requirements
8
Register volunteers
2 people
9
Compile the music program
2 people
10
Check music rights
11
Confirm DJs or music teams
12
Order catering
2 people
13
Order drinks
14
Arrange prizes for the fundraiser
2 people
15
Arrange a payment method for donations
2 people
16
Create floor plan
17
Print the run sheet
18
Print participant list
19
Sort wristbands
2 people
20
Check materials
2 people
21
Do the shopping
3 people
22
Collect fresh produce
2 people
23
Chill drinks
2 people
24
Prepare snacks
4 people
25
Confirm participants
2 people
26
Open venue
2 people
27
Inspect the floor and space
2 people
28
Set up tables and chairs
4 people
29
Mark off the dance floor
3 people
30
Set up sound equipment
3 people
31
Test sound equipment
2 people
32
Hang lighting
3 people
33
Hang decorations
3 people
34
Set up the donation point
2 people
35
Set up the registration table
2 people
36
Set up the catering table
3 people
37
Check toilets
38
Prepare first aid supplies
39
Brief volunteers
2 people

Event

40
Receive participants
4 people
41
Hand out wristbands
2 people
42
Give the opening speech
43
Start the dance marathon
2 people
44
Play music
2 people
45
Guide participants
3 people
46
Restock water points
2 people
47
Refill drinks
2 people
48
Serve snacks
3 people
49
Register donations
2 people
50
Guide the photo moment
2 people
51
Announce breaks
52
Restock light snacks
2 people
53
Empty trash bins
2 people
54
Keep the floor clear
2 people
55
Announce the final amount
56
See participants off
3 people

Aftercare

57
Turn off the sound equipment
2 people
58
Pack leftover food
3 people
59
Collect tableware
3 people
60
Clear tables and chairs
4 people
61
Remove decorations
3 people
62
Collect waste
3 people
63
Wash dishes
3 people
64
Clean the room
4 people
65
Clean the restrooms
2 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Transfer donations
2 people
69
Send thank-you message
70
Publish results

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Tall cocktail tablesqty 4
Tableclothsqty 12
Clothes racksqty 2
Waste binsqty 8

Tableware

Reusable drinking glassesqty 120
Reusable platesqty 100
Reusable cutleryqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 10

Equipment

Active speakersqty 2
Mixer
DJ controller
Microphonesqty 2
Microphone standsqty 2
Speaker standsqty 2
Extension cordsqty 4
Power stripsqty 8
Laptop
Charging cablesqty 6

Lighting

LED light barsqty 6
Atmosphere lightsqty 8
String lightsqty 4

Sports equipment

Dance floor tilesqty 40
Floor markingsqty 2
Wristbandsqty 120
Stretch matsqty 20
Towelsqty 80
Fansqty 4

Decorations

Balloonsqty 200
Balloon pumpqty 2
Buntingqty 12
Announcement signsqty 8
Directional signsqty 10
Photo backdrop
Photo propsqty 20
Donation boxesqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Ice packsqty 24

Cleaning

Mopqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Laundry basketsqty 4

Catering

Groceries

Tips

Set the charity and donation method before sending invitations. Participants should know where their money goes and how to pay when they register, rather than waiting for details on the day.
Close or review registrations several days before the marathon. Use the final list to confirm dietary requirements, prepare wristbands and give volunteers an accurate headcount.
Build the music programme in blocks and confirm every DJ or music team early. Check music rights before publishing the schedule, and keep the laptop, controller, mixer and charging cables together.
Plan the room around movement, not just seating. Leave a clear dance area with floor markings, place stretch mats where tired dancers can reach them, and keep tables, chairs and waste bins outside the main flow.
Test the sound and power setup before doors open. Check active speakers, microphones, stands, extension cords and power strips together, then chill drinks and prepare snacks close enough for quick breaks without blocking the floor.

Frequently asked questions

How far in advance should I organise a dance marathon?: Start at least 8 to 12 weeks before the event. Confirm the date, location and charity first, then allow time for registrations, volunteer planning, music bookings, catering and fundraising prizes.
How many volunteers do I need for a dance marathon?: Plan separate cover for registration, refreshments, floor support, donations and technical help, with at least two people available during busy periods. Finalise the volunteer list at least 2 weeks before the event so every shift has an owner.
How do I plan music for a dance marathon?: Create a programme in 60- to 90-minute blocks and confirm each DJ or music team before you publish it. Finish the running order and music-rights check at least 2 weeks ahead, leaving backup music ready on the laptop.
What should I prepare the day before a dance marathon?: Print the run sheet and participant list, sort wristbands, check all materials and chill the drinks the day before. Fresh produce and snacks can be prepared on the event day, but the sound, lighting and power equipment should be tested before guests arrive.

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.