How to organise a square dance from start to finish

A square dance works best when the caller, floor and sound system are arranged before you invite anyone. Start by confirming the date and location, then check that the dance floor can safely accommodate the expected number of sets. Once registrations open, collect dietary requirements, organise transport information and assign volunteers. In the final week, confirm catering and reservations, test every microphone and music file, and print a simple run sheet for the event 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
Confirm date and location
2 people
2
Check Dance Floor
2 people
3
Book caller
4
Provide music
5
Draft invitations
6
Send invitations
2 people
7
Open the registration form
8
Share transportation information
9
Process registrations
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Create the program
2 people
13
Order catering
14
Confirm reservations
15
Update visitor list
16
Check the weather forecast
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Label diet portions
2 people
22
Check music files
23
Test microphones
2 people
24
Print the run sheet
25
Collect materials
3 people
26
Open venue
2 people
27
Ventilate room
2 people
28
Clean the floor
3 people
29
Set up tables
3 people
30
Set chairs to the side
3 people
31
Set up the registration table
2 people
32
Set up the buffet
3 people
33
Set up coffee station
2 people
34
Set up sound equipment
2 people
35
Test sound level
2 people
36
Hang decorations
3 people
37
Put up directional signs
2 people
38
Clear the dance floor
3 people
39
Set out tableware and cutlery
2 people
40
Display snacks
3 people
41
Prepare registration materials
2 people
42
Brief volunteers
2 people

Event

43
Open the doors
2 people
44
Register visitors
2 people
45
Explain the program
46
Give beginner instructions
2 people
47
Guide dance rounds
2 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Refill snacks
2 people
51
Collect used dishes
2 people
52
Announce break
53
Restock the buffet
3 people
54
Serve dinner
4 people
55
Serve diet meals
2 people
56
Announce evening program
57
Assist with evening dancing
2 people
58
Keep the floor safe
59
Announce the farewell
60
See visitors out
2 people

Aftercare

61
Pack leftovers safely
2 people
62
Turn off the sound equipment
2 people
63
Dismantle audio equipment
2 people
64
Remove decorations
3 people
65
Take down tables and chairs
3 people
66
Wash dishes
3 people
67
Collect waste
2 people
68
Clean the venue
3 people
69
Check the Restrooms
2 people
70
Check borrowed materials
2 people
71
Return materials
2 people
72
Distribute leftover food
2 people
73
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Buffet tablesqty 3
Registration desk
Coat racksqty 3

Equipment

Speakersqty 2
Amplifier
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 4
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Small bowlsqty 12
Serving plattersqty 8
Serving spoonsqty 8
Food warmersqty 4
Water jugsqty 6
Ice cube traysqty 4

Decorations

Buntingqty 12
Tableclothsqty 8
Flower arrangementsqty 6
Program boardsqty 4
Wayfinding signsqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Light standsqty 4

Cleaning

Vacuum cleaner
Mop headsqty 2
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 4

Other

First aid kit
Flashlightsqty 3
Clipboardsqty 3
Pen setsqty 3
Name stickersqty 100
Storage cratesqty 8

Catering

Groceries

Tips

Book the caller before sending invitations, then agree on the music format and programme length. A caller needs enough time to plan dances and should know the expected attendance at least one week before the event.
Measure the dance floor and plan the room around it rather than fitting dancing into leftover space. Keep tables, chairs, the registration desk and coat racks outside the main dancing area, with clear access to exits.
Open registration early enough to process replies and dietary requirements before ordering catering. Set a cut-off at least 7 days before the dance so portions can be labelled and the visitor list updated.
Treat sound as a separate setup task: test the amplifier, mixer, speakers and wireless microphones in the actual room. Check music files and keep spare batteries, extension cords and power strips available before guests arrive.
Prepare the event-day sequence in one run sheet, including registration, the first dance, food service and volunteer handovers. Chill drinks and prepare snacks on the day, while checking the weather and transport information before doors open.

Frequently asked questions

How far in advance should I organise a square dance?: Start planning at least 6 to 8 weeks ahead. Book the caller and venue first, then allow time for invitations, registrations, catering and volunteer assignments.
How much space do I need for a square dance?: Measure the usable floor area for the expected number of sets rather than relying on the room’s total size. Leave tables, chairs and the registration desk outside the dance space, and confirm the layout with the caller at least 1 week in advance.
When should I close registration for a square dance?: Close registration about 7 days before the event if catering depends on the numbers. Use the final list to confirm reservations, dietary portions, transport information and volunteer coverage.
When should I test the sound system for a square dance?: Test the speakers, amplifier, mixer, music player and microphones in the venue on the day before, or at least 2 hours before guests arrive. Check spare batteries and cable connections at the same 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.