How to organize a dance competition from start to finish

A dance competition runs smoothly when decisions are made in the right order. Start by securing the venue and setting the rules, then confirm judges, the host, music lead, registration process, and entry fees. Once registrations close, build the match schedule and jury lineup before sending final participant information. The last week is for checking music files, prizes, programs, floor setup, sound, and the registration table—not for solving missing details.

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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 the competition venue
2 people
2
Set the competition rules
3 people
3
Confirm judges
2 people
4
Book host
5
Assign music lead
6
Send invitations
2 people
7
Open registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm participants
2 people
11
Check the entry fees
2 people
12
Draw up the match schedule
3 people
13
Create the jury lineup
2 people
14
Make reservations
15
Order prizes and medals
16
Gather music files
2 people
17
Check music files
2 people
18
Design program booklet
2 people
19
Print program booklets
2 people
20
Send participant information
2 people
21
Do the shopping
3 people
22
Checking prizes
2 people
23
Add music to playlist
24
Prepare the registration table
2 people
25
Check the competition floor
3 people
26
Clean the floor
2 people
27
Set up audience seating
4 people
28
Set up jury tables
2 people
29
Connect the sound system
2 people
30
Test microphone
2 people
31
Test the lighting
2 people
32
Prepare the jury forms
2 people
33
Hand out race numbers
2 people

Event

34
Receive participants
3 people
35
Warm up the dancers
2 people
36
Brief the jury
2 people
37
Welcome the audience
4 people
38
Open the program
2 people
39
Guide dance rounds
5 people
40
Play music for each round
41
Collect judging forms
2 people
42
Enter scores
2 people
43
Serve drinks
3 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Collect waste
2 people
47
Announce finalists
2 people
48
Guide the final round
5 people
49
Check final scores
3 people
50
Set up winners
2 people
51
Present the awards ceremony
3 people
52
Give a thank-you speech
53
Play farewell music
54
See the audience out
3 people

Aftercare

55
Collect lost and found items
2 people
56
Turn off the sound system
2 people
57
Remove decorations
3 people
58
Clear away chairs and tables
4 people
59
Wash dishes
3 people
60
Clean the competition floor
3 people
61
Dispose of waste
2 people
62
Leave venue clean
3 people
63
Archive score sheets
64
Publish results
65
Thank participants
2 people
66
Return borrowed items
2 people
67
Clear away leftover stock
2 people

What to bring

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

Furniture

Audience chairsqty 180
Foldable tablesqty 12
Jury tablesqty 3
Changing room benchesqty 8
Clothes racksqty 6
Bollardsqty 12

Sports equipment

Dance floor panelsqty 36
Bib holdersqty 40
Pilates matsqty 20
Jury table numbersqty 3
Stopwatchesqty 4
Clipboardsqty 8
Pen holdersqty 4
Trophiesqty 12
Medalsqty 40
Ribbonsqty 40
Scoreboard

Equipment

Sound system
Wireless microphonesqty 2
Music laptop
USB backup driveqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Laptop tablesqty 2

Lighting

LED work lightsqty 4
Mood lightingqty 6

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Bread basketsqty 6
Serving jugsqty 8

Decorations

Stage backdropsqty 2
Balloon archesqty 2
Tableclothsqty 12
Directional signsqty 10
Number signsqty 40

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 10

Catering

Groceries

Tips

Set the rules and registration deadline before inviting dancers. Publish the format, age or skill categories, entry fee, music requirements, and judging criteria in one document so participants are not working from different information.
Confirm judges, the host, and the music lead at least 4 weeks before competition day. Give each person a written role description, arrival time, contact number, and a clear backup plan for music or announcements.
Close registration early enough to create the schedule. Aim to confirm participants and dietary requirements at least 10 days before the event, then draw up the match schedule and jury lineup before printing program booklets.
Treat music as a separate technical job. Collect files at least 7 days ahead, check every track on the event laptop, and keep a tested copy on a USB backup drive; also test microphones, the sound system, extension cords, and cable mats.
Walk the venue 1–2 days before doors open. Check the competition floor, audience and jury tables, changing-room benches, clothes racks, lighting, registration table, prizes, medals, drinking glasses, and coffee equipment so missing items can still be replaced.

Frequently asked questions

How far in advance should I start organizing a dance competition?: Start at least 8–12 weeks before the competition. Secure the venue and rules first, then allow 4 weeks to confirm judges and the host, and close registration around 10–14 days before the event.
When should registration close for a dance competition?: Close registration 10–14 days before competition day. That gives you time to process entries, confirm participants, check entry fees, collect dietary requirements, and build a workable match schedule.
When should I collect and check dance music files?: Set the music deadline at least 7 days before the competition. Check every file on the same laptop and sound system you will use, then store a tested backup on a USB drive.
How long before a dance competition should I prepare the venue?: Do the full venue and equipment check 1–2 days before the event, with a final floor, sound, lighting, and registration-table check on the day. Leave enough time to reposition tables, chairs, cable mats, and jury equipment 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.