How to organize a dance festival from first booking to final sound check

A dance festival needs more than acts and a playlist: the schedule, room layout, sound system, registrations and volunteer cover all have to fit together. Start by confirming the date and location, then build the timetable around your dance acts, instructors and DJs. After that, handle permits, reservations, promotion and online registration before moving to equipment, catering and staffing. The final week is for testing power and audio, sending artist information, chilling drinks and printing the run sheet.

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
Confirm date and location
2 people
2
Set the schedule and times
2 people
3
Book dance acts and instructors
2 people
4
Secure music and DJs
2 people
5
Make reservations
6
Check permits
7
Design invitations
8
Send invitations
2 people
9
Distribute promotional posters
2 people
10
Open online registrations
11
Process registrations
2 people
12
Collect dietary requirements
13
Recruit volunteers
2 people
14
Create volunteer schedule
2 people
15
Print the run sheet
16
Send artist information
17
Gather music files
2 people
18
Test equipment and power
2 people
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Prepare the reception desk
2 people
24
Prepare materials
3 people
25
Clear the dance floor
3 people
26
Set up tables and chairs
4 people
27
Set up sound equipment
3 people
28
Install lighting
2 people
29
Test the music
2 people
30
Hang decorations
3 people
31
Mark the workshop rooms
2 people
32
Set up the tech table
2 people
33
Set up the catering table
3 people
34
Check toilets
35
Clear emergency exits
2 people
36
Prepare registration materials
2 people

Event

37
Welcome performers
2 people
38
Have the performers do a sound check
3 people
39
Welcome visitors
4 people
40
Check off registrations
3 people
41
Hand out wristbands
2 people
42
Lead the first dance
2 people
43
Lead the dance workshop
3 people
44
Serve drinks
3 people
45
Refill drinks
2 people
46
Serve snacks
3 people
47
Distribute workshop materials
2 people
48
Process competition registrations
2 people
49
Support the dance competition
4 people
50
Hand out judging forms
2 people
51
Collect judging forms
2 people
52
Keep the spectator area clear
2 people
53
Play the music program
2 people
54
Operate the lighting program
55
Announce breaks
56
Support awards ceremony
2 people
57
Announce evening program
58
Guide the free dance night
3 people
59
Collect waste
2 people
60
See off the last visitors
3 people

Aftercare

61
Turn off the sound equipment
2 people
62
Clean up catering
3 people
63
Remove decorations
3 people
64
Take down tables and chairs
4 people
65
Sweep the dance floor
2 people
66
Take waste to the bins
2 people
67
Wash dishes
3 people
68
Thoroughly clean the venue
4 people
69
Dismantle equipment
3 people
70
Count materials
2 people
71
Return borrowed items
2 people
72
Store leftovers
2 people
73
Collect lost and found items

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120
Waste binsqty 8
Stage blocksqty 4

Tableware

Reusable cupsqty 180
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 80
Coffee cupsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Speakersqty 4
Subwoofersqty 2
Mixer
Turntablesqty 2
DJ controller
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12

Decorations

Balloonsqty 100
Buntingqty 12
Backdrop clothqty 2
Stage drapesqty 4
Directional signsqty 12
Name badgesqty 120
Wristbandsqty 150
Trophiesqty 3
Jury tablesqty 2

Sports equipment

Yoga matsqty 30
Dance ribbonsqty 30
Hoopsqty 20
Marker discsqty 20

Kitchen

Coolersqty 4
Water jugsqty 8
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 20

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the timetable before confirming every act. Allow time for changeovers, instructor access and a clear opening and closing point, then send the finished schedule to artists and volunteers at least 7 days before the festival.
Treat sound and power as a separate production task. Test the mixer, speakers, subwoofers, microphones, DJ equipment, cables and power strips in the actual room at least 1 day before doors open; do not wait until the first performance.
Close registrations 2 to 3 days before the event if you need a reliable headcount for snacks, drinks, seating and dietary requirements. Keep a reception list ready for late arrivals and mark volunteer cover for the registration desk.
Recruit volunteers before promotion ends, not on the morning of the festival. A useful minimum is one person at reception, one person supporting performers and one person watching the room or dance floor during busy periods, with shifts of 2 to 3 hours.
Walk through the venue in event order on the final day. Put out coat racks, hangers, bins, tables and chairs first, then prepare the reception desk, materials, snacks and chilled drinks; clear the dance floor and finish lighting only after equipment cases and cables are out of the way.

Frequently asked questions

How far in advance should I organize a dance festival?: Start at least 8 to 12 weeks ahead if you need to book dance acts, instructors, DJs, a venue and permits. Use the first 2 weeks for the date, location and core bookings, then open registration once the timetable is stable.
When should I test the sound system for a dance festival?: Test the full setup 1 day before the festival, using the same speakers, subwoofers, mixer, microphones, DJ equipment and power connections planned for the event. Repeat a short line check 2 to 3 hours before doors open.
How many volunteers do I need for a dance festival?: Plan for at least 3 active roles at busy times: reception, performer support and room or dance-floor monitoring. Add volunteers in 2- to 3-hour shifts when the festival has multiple rooms, a large registration list or several simultaneous classes.
When should I buy drinks and prepare snacks for a dance festival?: Check the shopping list and buy non-perishable items 2 to 3 days before the event. Chill drinks and prepare snacks on the day before where possible, then use the final 2 hours before opening for serving platters, utensils and reception setup.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!