How to organise a dance performance from first booking to final curtain

A dance performance depends on three plans working together: the programme, the technical setup and the audience experience. Start by confirming the date, venue, dance groups and choreographers before opening ticket sales or sending invitations. Then lock down music files, sound, lighting, rehearsal times and the run sheet. On the day, leave enough time for loading, changing-room setup, a full technical rehearsal and seating the audience without rushing.

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 program and playlist
2 people
3
Confirm dance groups and choreographers
2 people
4
Gather technical requirements
2 people
5
Make venue reservations
6
Check permits and insurance
2 people
7
Design invitations
8
Send invitations
2 people
9
Open ticket sales
2 people
10
Process registrations
11
Collect dietary requirements
12
Post promotion on social media
13
Send press release
14
Order catering
2 people
15
Plan the technical rehearsal
2 people
16
Gather music files
2 people
17
Check music files
2 people
18
Develop the run sheet
2 people
19
Print the program
20
Prepare name badges
21
Do the shopping
2 people
22
Collect materials
3 people
23
Pre-sort decorations
2 people
24
Open venue
2 people
25
Clear the loading and unloading area
2 people
26
Unload materials
4 people
27
Check the stage floor
2 people
28
Clean the dance floor
2 people
29
Set up audience seating
4 people
30
Place tables at the entrance
2 people
31
Set up the cloakroom
2 people
32
Hang up decorations
3 people
33
Set up entrance and wayfinding signs
2 people
34
Set up lighting equipment
3 people
35
Connect sound equipment
3 people
36
Test microphones
2 people
37
Test music and cues
2 people
38
Set up catering
3 people
39
Chill drinks
2 people
40
Prepare snacks
3 people
41
Prepare programs and badges
2 people
42
Set up backstage
3 people
43
Prepare the changing rooms
2 people

Event

44
Welcome dancers
3 people
45
Register dancers
2 people
46
Give technical briefing
3 people
47
Open the doors
2 people
48
Check tickets
3 people
49
Welcome visitors
3 people
50
Hand out programs
2 people
51
Staff the cloakroom
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Escort audience to the hall
3 people
56
Facilitate the first performance
4 people
57
Take care of the break
3 people
58
Assist with the second performance
4 people
59
Set up dinner for dancers
3 people
60
Provide dancers with food
2 people
61
Guide the evening performance
4 people
62
Guide the audience to the exit
3 people
63
Manage coat check
2 people
64
Serve the final drinks
2 people

Aftercare

65
Turn off the sound equipment
2 people
66
Switch off lighting equipment
2 people
67
Pack leftover catering
2 people
68
Collect waste
3 people
69
Wash dishes
3 people
70
Clear tables and chairs
4 people
71
Remove decorations
3 people
72
Clean the venue
4 people
73
Load materials
4 people
74
Lock up the venue
2 people
75
Return equipment
2 people
76
Return materials
2 people
77
Store unused groceries
78
Register lost and found items
79
Send thank-you message
80
Archive photos and files

What to bring

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

Furniture

Audience chairsqty 180
Foldable tablesqty 12
Beer tablesqty 4
Changing room chairsqty 20
Clothes racksqty 6
Wardrobe tablesqty 2
Coat racksqty 4
Waste binsqty 8

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Small platesqty 80
Dinner platesqty 80
Dessert platesqty 100
Cutlery setsqty 100
Serving traysqty 20
Pitchersqty 12
Coffee potsqty 6
Teapotsqty 4

Equipment

Laptopsqty 2
Music playback devicesqty 2
Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Spare flashlightsqty 6

Decorations

Backdrop clothqty 2
Decorative clothsqty 8
Flower arrangementsqty 10
Tableclothsqty 12
Stage signsqty 10
Directional signsqty 12
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Painter's tapeqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 6
Food warmersqty 4
Thermos flasksqty 8
Induction platesqty 2
Kettlesqty 3
Corkscrewsqty 3
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8
Waste binsqty 4
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
Bottle openersqty 4
Wine coolersqty 4
Drink dispensersqty 4
Serving traysqty 8
Coffee scoopsqty 4
Bread basketsqty 10
Tiered traysqty 6
Drink cratesqty 12
Ice packsqty 24
Food containersqty 250
Tray coversqty 8

Paperwork

Program leafletsqty 220
Participant badgesqty 80
Ticket listsqty 4
Pensqty 20
Clipboardsqty 6
Name stickersqty 100
Registration formsqty 100
Run sheetsqty 15
Sticky notesqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
High-visibility vestsqty 8
Cable matsqty 12
Fire extinguishersqty 4
Non-slip matsqty 10

Backstage

Mirrorsqty 6
Clothes hangersqty 100
Clothing coversqty 50
Makeup mirrorsqty 6
Makeup lightingqty 6
Collapsible cratesqty 20
Towelsqty 30
Garment bag labelsqty 100

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Protective blanketsqty 10

Tips

Confirm the programme and playlist before promoting the event. Ask each dance group for final music files and technical requirements at least 2–3 weeks before the performance, then check every file on the playback device.
Schedule the technical rehearsal before doors open, with the full running order. Allow at least 30 minutes to test the mixer, active speakers, microphones, LED spotlights and power connections rather than checking them one by one at the last minute.
Plan the venue flow for both performers and guests. Clear the loading and unloading area before arrival, set out audience chairs separately from changing-room chairs, and place clothes racks and coat racks where they will not block entrances.
Treat ticketing and audience information as part of the production plan. Close registrations with enough time to prepare name badges, the printed programme and dietary information for catering; a final check 48 hours before the event catches many omissions.
Prepare a short run sheet with times, responsible people and handovers. Include venue opening, sound and lighting checks, performer call times, doors open, each performance, interval service and the planned finish so volunteers know what happens next.

Frequently asked questions

How far in advance should I organise a dance performance?: Start planning at least 8–12 weeks ahead. Confirm the venue, dance groups, programme and technical requirements first; invitations and ticket sales should follow only once those details are stable.
When should I collect the music for a dance performance?: Request final music files 2–3 weeks before the event and check them on the actual playback device at least 7 days before. Keep one clearly labelled backup copy available on the day.
How much time do I need for a technical rehearsal?: Allow at least 2 hours for a small programme and longer if several groups, microphones or lighting cues are involved. The rehearsal should follow the complete run sheet, including entrances, exits and music changes.
When should I open ticket sales for a dance performance?: Open ticket sales after the date, venue, programme and performer list are confirmed, usually 4–6 weeks before the performance. Set a registration deadline 48–72 hours before the event if you need catering numbers or name badges.

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.