How to organise a salsa competition from start to finish

A salsa competition needs more than dancers and a playlist. Start by fixing the competition format, rules and judging structure, then secure the venue, DJ and judges before opening registration. In the final two weeks, confirm every participant, collect dietary requirements and turn the schedule into a clear run sheet. On the day, allow time to check the dance floor, test the sound system and set up registration before the first competitors arrive.

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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
Set the competition format
2 people
2
Reserve venue
3
Assign judges
4
Confirm the DJ
5
Book photographer
6
Write out the competition rules
2 people
7
Set the prize money
2 people
8
Create a registration form
9
Send invitations
2 people
10
Publish promotion
2 people
11
Process registrations
2 people
12
Confirm participants
2 people
13
Collect dietary requirements
14
Prepare the start list
2 people
15
Prepare jury briefing
16
Order prizes
17
Order catering
18
Coordinate music and times
2 people
19
Print the run sheet
20
Send participant information
21
Do the shopping
2 people
22
Collect prizes and materials
2 people
23
Pick up venue keys
24
Check the floor and hall
2 people
25
Set up tables and chairs
4 people
26
Clear the competition floor
3 people
27
Install stage backdrop
2 people
28
Connect the sound system
2 people
29
Test microphone
2 people
30
Set up lighting
2 people
31
Set up judges' table
2 people
32
Set up registration desk
2 people
33
Prepare participant badges
2 people
34
Prepare the jury forms
2 people
35
Chill drinks
2 people
36
Prepare snacks
3 people

Event

37
Receive participants
3 people
38
Welcome visitors
2 people
39
Register participants
2 people
40
Hand out race numbers
2 people
41
Give the jury briefing
42
Play the opening music
43
Explain the competition
44
Guide the preliminary round
3 people
45
Collect jury forms
2 people
46
Process the interim results
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Announce finalists
50
Have finalists warm up
2 people
51
Lead the final
3 people
52
Open the public dance
2 people
53
Support the dance floor
2 people
54
Prepare awards ceremony
2 people
55
Announce the winners
56
Present prizes
2 people
57
Take group photo
2 people
58
Say goodbye to visitors
2 people

Aftercare

59
Turn off the sound equipment
2 people
60
Pack leftover catering
2 people
61
Collect waste
3 people
62
Wash dishes
3 people
63
Clear tables and chairs
4 people
64
Remove decorations
2 people
65
Clean the room
4 people
66
Check toilets
67
Gather borrowed items
2 people
68
Return equipment
2 people
69
Hand over the venue
2 people
70
Store photos securely
71
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Judges' table
Registration desk
Coat rackqty 2

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone stand
DJ laptop
Extension cordsqty 6
Power stripsqty 4
Laptop chargerqty 2

Lighting

LED spotlightsqty 6
String lightsqty 4
Emergency lightsqty 2

Sports equipment

Dance floor panelsqty 24
Marking lines
Race bib strapsqty 40

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 80
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving traysqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Small bowlsqty 12
Ice containersqty 4

Decorations

Tableclothsqty 10
Balloonsqty 100
String decorationsqty 6
Flower arrangementsqty 6
Stage backdrop
Table numbersqty 10

Catering

Competition trophiesqty 3
Medalsqty 12
Jury formsqty 100
Clipboardsqty 8
Pensqty 30
Badgesqty 140
Wristbandsqty 150
Prize money envelopesqty 3
Groceries

Cleaning

Waste binsqty 8
Mop setsqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 4
Toilet brushesqty 4

Tips

Set the format and rules before promoting the event. Decide how many rounds you will run, how dancers qualify and how judges score, then publish those details with the registration form.
Book the venue, judges and DJ before sending invitations. Check that the hall can fit the dance floor, judges’ table, registration desk and audience seating, with enough power points for the mixer, speakers and lighting.
Close registrations early enough to prepare the start list. Aim to confirm participants at least 7 days before the competition and send arrival times, rules, music details and contact information in one message.
Build the schedule around real changeover time. Leave at least 10 minutes between rounds for dancers to leave the floor, judges to record results and the DJ to switch music without rushing.
Prepare the venue as a working competition space, not just a decorated hall. Test microphones and speakers, secure extension cords, mark the dance floor, place emergency lights visibly and keep prizes and materials together at the registration desk.

Frequently asked questions

How long does it take to organise a salsa competition?: Allow at least 8 to 12 weeks for a small competition. You need time to reserve the venue, assign judges and a DJ, publish the rules, process registrations and order prizes.
When should salsa competition registration close?: Close registration 7 to 14 days before the event. This gives you time to confirm participants, collect dietary requirements, prepare the start list and print the run sheet.
How many judges do you need for a salsa competition?: Plan for at least 3 judges for a small competition, plus one person to manage scores and results. A larger field may need more judges so each round can be assessed without delays.
How early should the venue be set up for a salsa competition?: Start setup at least 3 hours before the first heat. Use that time to collect the keys, inspect the floor and hall, arrange tables and chairs, test the sound system and prepare the registration desk.

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