How to organise a dance performance from start to finish

Start by fixing the venue, dance group and performance times before designing invitations or opening ticket sales. Then work backwards from the event date: confirm technical requirements, build the programme, arrange catering and assign volunteers. Audience details such as prices, registration, dietary requirements and seating need firm deadlines. In the final week, print the run sheet and programmes, check the visitor list, test the sound and lighting, and walk through the venue with the team.

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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
Reserve venue
2
Confirm the dance group
3
Set performance times
2 people
4
Request technical requirements
5
Design invitations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Order catering
10
Create the program
2 people
11
Recruit volunteers
2 people
12
Set admission prices
2 people
13
Open ticket sales
14
Publish audience information
15
Create the seating plan
2 people
16
Develop the technical plan
2 people
17
Print the run sheet
18
Check visitor list
2 people
19
Make name badges
2 people
20
Assign volunteers
2 people
21
Print program leaflets
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
4 people
25
Check the venue
2 people
26
Clear the play area
4 people
27
Set up chairs
5 people
28
Set up tables
3 people
29
Secure the stage edges
3 people
30
Set up the sound system
3 people
31
Set up lighting
3 people
32
Test the equipment
3 people
33
Hang up decorations
3 people
34
Set up the catering buffet
4 people
35
Set up coffee station
2 people
36
Set up the cloakroom
2 people
37
Set up information table
2 people
38
Lay out the programs
2 people
39
Prepare the changing rooms
2 people

Event

40
Welcome dancers
2 people
41
Register dancers
2 people
42
Perform the technical sound check
3 people
43
Have dancers warm up their voices
44
Open the doors
3 people
45
Welcome visitors
4 people
46
Check tickets
2 people
47
Staff the cloakroom
2 people
48
Assist the performance
3 people
49
Refill drinks
2 people
50
Serve snacks
3 people
51
Restock break buffet
2 people
52
Guide audience to seats
3 people
53
Assist with the second performance
3 people
54
Host the evening reception
4 people
55
Guide the evening performance
3 people
56
Guide the audience to the exit
3 people
57
Lock the cloakroom
2 people

Aftercare

58
Turn off the lighting and sound systems
3 people
59
Remove decorations
3 people
60
Clear away chairs and tables
5 people
61
Wash dishes
4 people
62
Collect waste
3 people
63
Clean the venue
4 people
64
Check materials
2 people
65
Return borrowed materials
2 people
66
Store leftover stock
2 people
67
Collect lost items

What to bring

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

Furniture

Chairsqty 180
Bistro tablesqty 12
Buffet tablesqty 6
Coat racksqty 4
Foldable tablesqty 4
Changing room chairsqty 20
Clothes hangersqty 200

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop for music
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffa tapeqty 6
Dance floor panelsqty 24
Mirror panelsqty 4
Fansqty 4
Cash drawer
Payment terminal
Ticket scannerqty 2
Cable traysqty 12
Spare batteriesqty 40
Flashlightsqty 6
Walkie-talkiesqty 8
Power banksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Battery lanternsqty 8

Decorations

Backdrop clothqty 2
Black curtainsqty 6
Wayfinding signsqty 8
Tableclothsqty 12
Vasesqty 20
Artificial flowersqty 20
Program standsqty 4

Tableware

Water glassesqty 220
Wine glassesqty 180
Coffee cupsqty 120
Platesqty 220
Pastry forksqty 220
Coffee spoonsqty 120
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 24
Serving boardsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Ice packsqty 24
Bottle openersqty 6
Corkscrewsqty 4
Aluminum foilqty 4
Food storage containersqty 12
Cutting boardsqty 4
Serving tongsqty 12
Scissorsqty 6
Measuring cupsqty 2

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30
Trash binsqty 10
Waste sorting binsqty 4

Safety

First aid kitsqty 2
Non-slip matsqty 12
Bollardsqty 12
Barrier tapeqty 4
Fire extinguishersqty 2

Paper goods

Program leafletsqty 220
Name badgesqty 60
Pensqty 30
Clipboardsqty 6
Ticket rollsqty 4
Cash box

Tips

Confirm the dance group and venue before announcing the event. Ask for the group’s technical requirements at least 3–4 weeks ahead, including sound, lighting, floor and changing-room needs.
Set performance times before sending invitations. Leave at least 30 minutes between doors opening and the first performance, and allow a clear interval if the programme has more than one section.
Open registrations only after you know the admission price, programme outline and audience information. Close dietary-requirement collection 7 days before the performance so catering quantities can be confirmed.
Build the technical plan around a timed run sheet. Schedule a sound and lighting check before doors open, and label extension cords, power strips, microphones and DI boxes before the crew arrives.
Assign volunteers to specific jobs rather than asking for general help. Have separate people for the visitor list, name badges, seating, refreshments and backstage support, with the final roster printed before the event day.

Frequently asked questions

How far in advance should I book a venue for a dance performance?: Aim to reserve the venue at least 8–12 weeks before the performance. This gives you time to confirm the dance group, check the dance floor and changing rooms, and plan sound and lighting around the space.
When should I open ticket sales for a dance performance?: Open ticket sales once the venue, performance times, admission price and basic programme are confirmed, usually 4–6 weeks before the event. Set a closing date 2–3 days before the performance if you need a final seating plan and visitor list.
How much time do I need for technical setup?: Allow at least 3 hours for setup and testing when using active speakers, a mixer, microphones, lighting and dance floor panels. Add more time if the dance group brings unfamiliar equipment or needs mirror panels and changing-room preparation.
When should I order catering for a dance performance?: Order catering 7–10 days before the event, after checking registrations and dietary requirements. Confirm final numbers 2–3 days beforehand, and chill drinks and prepare snacks on the day according to the serving time.

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.