How to organize a dance fair from first contact to final check

A dance fair combines participating dance schools, exhibitors, workshops and demonstrations in one busy programme. Start by fixing the date and programme, then confirm schools and exhibitors before opening registration. During the final week, turn registrations into practical details such as dietary requirements, name badges, wristbands and the run sheet. On the day itself, allow time to inspect the rooms, check the dance floors, test the sound system and mark every booth and activity area.

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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 date and program
2 people
2
Contact participating dance schools
2 people
3
Record exhibitors
2 people
4
Plan workshops and demonstrations
2 people
5
Send invitations
2 people
6
Publish social media posts
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Check reservations
11
Print the run sheet
12
Print booth layout
13
Make name badges
2 people
14
Sort wristbands
2 people
15
Gather music files
16
Check workshop materials
2 people
17
Place catering order
18
Prepare promotional materials
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Open venue
2 people
22
Inspect the rooms
2 people
23
Check the floors
2 people
24
Set up tables and chairs
4 people
25
Mark the dance floor
2 people
26
Mark stalls
3 people
27
Welcome exhibitors
3 people
28
Hand Out Booth Materials
2 people
29
Have exhibitors set up
4 people
30
Connect sound equipment
2 people
31
Test microphones
2 people
32
Test the music
2 people
33
Test the lighting
2 people
34
Set up registration desk
2 people
35
Set up the catering buffet
3 people
36
Set up workshop rooms
3 people
37
Hang up signage
2 people
38
Clear emergency routes
2 people
39
Give the team briefing
3 people

Event

40
Welcome visitors
4 people
41
Handle registrations
3 people
42
Distribute program
2 people
43
Support exhibitors
2 people
44
Give the opening speech
2 people
45
Assist dance demonstrations
3 people
46
Lead the workshops
4 people
47
Play the music program
48
Manage microphones
49
Announce the schedule
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Refill snacks
2 people
53
Remove catering waste
2 people
54
Check toilets
2 people
55
Keep the dance floor clean
2 people
56
Register lost and found items
57
Wave goodbye to visitors
3 people

Aftercare

58
Have exhibitors take down their stands
4 people
59
Turn off the sound equipment
2 people
60
Remove decorations
3 people
61
Dismantle furniture
4 people
62
Collect tableware
3 people
63
Separate waste
3 people
64
Clean up catering
3 people
65
Clean rooms
4 people
66
Clean the restrooms
2 people
67
Inventory materials
2 people
68
Return borrowed materials
2 people
69
Handle lost and found
70
Send thank-you messages
71
Share photos with participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Changing room screensqty 6
Clothes racksqty 8
Mirrorsqty 6
Dance floor panelsqty 30
Table skirtsqty 12

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Laptop
Spare batteriesqty 12
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Cash register tablet
Payment terminal

Lighting

LED spotlightsqty 8
String lightsqty 6
Standing lampsqty 4

Decorations

Backdropsqty 4
Balloonsqty 100
Buntingqty 8
Poster elementsqty 12
Directional signsqty 10
Chalkboardsqty 6
Table signsqty 20

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Serving bowlsqty 16
Pliersqty 8
Bottle openersqty 4

Sports equipment

Yoga matsqty 40
Dance ribbonsqty 20
Hand fansqty 20
Practice blocksqty 20
Elastic bandsqty 20
Water dispensersqty 3
Towelsqty 40

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the programme before inviting schools or exhibitors. Include exact workshop and demonstration times, changeover periods and a realistic opening and closing time so the registration form contains the right information.
Open registration only after the participating schools, exhibitors and workshop schedule are confirmed. Close it early enough to process registrations, collect dietary requirements and print name badges and wristbands before the event.
Prepare a venue plan that shows booths, tables, chairs, changing room screens, mirrors and the marked dance floor. Print the booth layout and run sheet, and keep spare copies at the registration point and with the event lead.
Test the complete audio setup before doors open: laptop, mixer, active speakers, subwoofers and wireless microphones. Check spare batteries, power strips, extension cords and cable mats rather than discovering a missing connection during a demonstration.
Order catering from the final registration numbers, then chill drinks before guests arrive. Keep directional signs, table signs and promotional materials together so they can be placed while the rooms, floors and furniture are being inspected.

Frequently asked questions

How far in advance should I organize a dance fair?: Start contacting dance schools and exhibitors at least 8 to 12 weeks before the fair. Aim to have the programme and participating organizations confirmed 4 weeks before opening registration.
When should registration close for a dance fair?: Close registration 5 to 7 days before the event if you need name badges, wristbands, catering numbers and dietary requirements. Keep a short late-registration process only if your venue and catering order can handle changes.
How long does it take to set up a dance fair venue?: Allow at least 3 to 4 hours for a venue with booths, furniture, changing room screens, mirrors, signage and a dance floor. Schedule the sound and microphone test after the main equipment is in place, with at least 30 minutes reserved for corrections.
How many drinks should I order for a dance fair?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Add extra water for workshops and demonstrations, and base the final catering order on confirmed registrations and dietary requirements.

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.