How to organise a dance sports competition

Start with the competition format, not the decorations. Set the match rules and race categories first, then book a suitable venue and build the schedule around the number of entries. Registration, judging, music and equipment each need a named coordinator, with deadlines before competition day. Leave time to verify fees, dietary requirements, music files, prizes and technical equipment; these details are often discovered too late. Use the plan below to move from the first decisions to opening the venue.

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
Reserve competition venue
2
Set the match rules
2 people
3
Determine race categories
2 people
4
Assign judges
2 people
5
Assign the race director
2 people
6
Assign music coordinator
7
Publish registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Check the entry fees
2 people
12
Create the participant list
2 people
13
Draw up the match schedule
3 people
14
Gather music files
2 people
15
Order prizes
16
Assign staff
2 people
17
Confirm reservations
18
Order catering
19
Test the equipment
2 people
20
Create signage
2 people
21
Print the run sheet
22
Inform participants
2 people
23
Do the shopping
3 people
24
Check prizes and medals
2 people
25
Open venue
2 people
26
Inspect floor
2 people
27
Clean competition floor
3 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up judges' table
2 people
31
Set up registration desk
2 people
32
Set up the catering buffet
3 people
33
Chill drinks
2 people
34
Prepare coffee and tea
2 people
35
Connect sound
3 people
36
Test music playback
2 people
37
Test microphones
2 people
38
Set up lighting
2 people
39
Hang up decorations
3 people
40
Lay out jury supplies
2 people

Event

41
Receive participants
4 people
42
Hand out race numbers
2 people
43
Process final registrations
2 people
44
Lead the warm-up
2 people
45
Welcome the audience
3 people
46
Announce the opening
47
Guide competition rounds
5 people
48
Collect judging forms
2 people
49
Enter results
2 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Keep the catering buffet clean
2 people
53
Answer audience questions
2 people
54
Provide music and announcements
2 people
55
Announce breaks
56
Call the finalists
57
Present prizes
3 people
58
Announce the closing
59
See the audience out
3 people

Aftercare

60
Collect lost and found items
2 people
61
Switch off equipment
3 people
62
Collect tableware
3 people
63
Collect waste
3 people
64
Clear tables and chairs
4 people
65
Clean the venue
4 people
66
Check the competition floor
2 people
67
Pack leftover catering
2 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Publish results
71
Inform participants of the results
72
Check invoices
73
Archive photos and files

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 18
Jury tablesqty 4
Registration deskqty 2
Bar stoolsqty 6
Clothes racksqty 8
Stage modulesqty 3

Sports equipment

Competition floor
Bib numbersqty 100
Bib holdersqty 100
Judge clipboardsqty 12
Jury formsqty 300
Pensqty 40
Stopwatchesqty 4
Bollardsqty 12
Stretch matsqty 12
Medalsqty 36
Cupsqty 12
Certificatesqty 100

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Music laptop
USB sticksqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Laptop stand
Printer
Calculatorsqty 3
Power banksqty 4

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 12

Kitchen

Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Kitchen measuring cupsqty 2

Decorations

Competition bannerqty 2
Round tableclothsqty 18
Stage drapesqty 3
Balloon archesqty 2
Directional signsqty 12
Name card holdersqty 20

Lighting

LED light setsqty 6
LED spotlightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20

Catering

Coffee machinesqty 3
Kettlesqty 3
Buffet dispensersqty 4
Waste binsqty 8
Groceries

Tips

Set the rules and categories before publishing registration. Otherwise, participants may enter the wrong class and you will have to rebuild the participant list and schedule later.
Give registration a firm closing date and allow at least 3–5 working days afterward to check entry fees, dietary requirements and the final participant list before drawing up the match schedule.
Assign the race director, judges, music coordinator and other staff by name. A single person should own each area, especially the music laptop, jury forms, microphones and competition-floor setup.
Test the speakers, mixer, wireless microphones, music laptop, USB sticks and power connections before doors open. Bring extension cords, power strips and gaffer tape because missing or poorly placed cables can stop the programme.
Prepare the run sheet, signage, bib numbers, certificates and prizes before opening the venue. Count medals and cups against the final categories, and keep the registration desk stocked with pens and printed lists.

Frequently asked questions

How far in advance should I organise a dance sports competition?: Start at least 8–12 weeks before the competition date. Book the venue and set the rules first, then allow time for registration, scheduling, staffing, catering, prizes and equipment testing.
When should registration close for a dance sports competition?: Close registration at least 3–5 working days before publishing the final schedule. This gives you time to verify fees, collect missing dietary information and resolve category or participant-list errors.
How many judges and staff do I need for a dance sports competition?: Assign at least one race director, one music coordinator and one named lead for registration and venue operations. The number of judges depends on your rules and categories, so confirm it before invitations and registration go live.
When should I test the sound equipment and music files?: Test the full sound setup and every music file at least one day before the event, then repeat a short check when the venue opens. Keep backup copies on two USB sticks and confirm microphone and power connections before participants 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.