How to organise a dance masterclass from start to finish

A successful dance masterclass depends on more than booking an instructor and opening the doors. Set the date, location, dance style and timetable first, then build registration and communication around the actual capacity of the room. Plan breaks, music and refreshments before you buy anything. In the final week, focus on payments, participant details, equipment testing and a safe, uncluttered dance floor so the class can start on time.

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
Record instructor and music style
3
Plan the program and breaks
2 people
4
Open the registration form
5
Send invitations
2 people
6
Post on social media
7
Process registrations
8
Collect dietary requirements
9
Confirm reservations
10
Update participant list
11
Check payments
12
Send reminder to participants
13
Check the music and playlist
2 people
14
Test equipment and cables
2 people
15
Check the shopping list
16
Do the shopping
2 people
17
Store fresh fruit and bread
18
Prepare participant badges
2 people
19
Save music files offline

Event

20
Clear space
4 people
21
Inspect and clean the floor
2 people
22
Set up tables and chairs
4 people
23
Mark off the dance floor
2 people
24
Set up the sound system
2 people
25
Hang lighting
2 people
26
Set up registration desk
2 people
27
Set up the catering table
2 people
28
Chill drinks
2 people
29
Set out coffee and tea
2 people
30
Set out sandwiches and fruit
3 people
31
Retest the equipment
2 people
32
Receive participants
3 people
33
Register attendance
2 people
34
Give welcome briefing
35
Lead the dance masterclass
2 people
36
Refill drinks
2 people
37
Serve break snacks
3 people
38
Support the evening program
2 people
39
Serve hot drinks
2 people
40
See participants off
2 people

Aftercare

41
Turn off the sound system
2 people
42
Pack leftovers
2 people
43
Collect waste
3 people
44
Wash dishes
3 people
45
Clear tables and chairs
4 people
46
Remove decorations
2 people
47
Clean the floor and the space
3 people
48
Store equipment safely
2 people
49
Return borrowed items
2 people
50
Carry out the final site inspection
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 12
Foldable tablesqty 2
Clothes racksqty 2
Mirrorsqty 4

Sports equipment

Dance matsqty 10
Marker discsqty 20
Resistance bandsqty 25
Yoga blocksqty 20

Equipment

Speakersqty 2
Mixer
Wireless microphoneqty 2
Laptop
AUX cablesqty 3
Extension cordsqty 6
Power stripsqty 4

Lighting

LED string lightsqty 4
LED floor lampsqty 4

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Pitchersqty 4

Kitchen

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Decorations

Welcome sign
Name card holdersqty 6
Tableclothsqty 8
Paper garlandsqty 6
Barrier tapeqty 2

Cleaning

Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the capacity from the usable dance floor, not from the total room size. Allow enough open space for participants to move without hitting tables, chairs, mirrors or equipment, and mark the dance area before setup day.
Confirm the instructor’s music style and save the final music files offline at least one day before the class. Test the laptop, mixer, speakers, microphone, AUX cables and extension cords together rather than checking each item separately.
Close or review registrations several days before the masterclass. Check payments, dietary requirements and the participant list, then send one reminder with the arrival time, clothing guidance and any items participants should bring.
Build breaks into the programme before inviting people. A longer class needs scheduled recovery time, and the break is when people will look for water, coffee or food, so prepare cups, pitchers, coolers and serving equipment in advance.
Inspect and clean the floor before placing dance mats or marker discs. Keep power strips and cables away from the marked dance area, and do not leave tables, chairs or clothing racks where participants may move during the routine.

Frequently asked questions

How far in advance should I organise a dance masterclass?: Start planning at least 6 to 8 weeks before the class. Confirm the instructor, venue, dance style and capacity first; open registration once those details are fixed. Send the final participant reminder 3 to 5 days before the event.
How long should a dance masterclass be?: Allow 2 to 3 hours for one masterclass, including at least one planned break. Add extra time if participants need changing space, registration at the door or a food and coffee break.
When should I test the sound equipment for a dance masterclass?: Test the complete sound setup at least 24 hours before the class and test it again during room setup. Check the speakers, mixer, wireless microphone, laptop, cables, power strips and offline music files as one system.
How much space do I need for a dance masterclass?: Measure the clear dance floor after removing tables, chairs and other obstacles, rather than measuring the entire room. Decide the maximum number of participants from that usable area, then keep cables, lighting and refreshments outside the marked floor.

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.