How to organize a show dance competition

A show dance competition needs more than a stage and a playlist. Start by fixing the competition format, rules, venue, judging process, and registration timeline before inviting dancers. After entries close, build the running order, check every music file, prepare jury forms, and send participants one clear information pack. On the day, separate registration, judging, changing, food, and technical areas so the event keeps moving.

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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 competition format
2 people
2
Reserve venue
3
Assign judges
2 people
4
Arrange music delivery
5
Draw up competition rules
2 people
6
Publish registration form
7
Send invitations
2 people
8
Approach sponsors
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Confirm participants
13
Create the start order
2 people
14
Prepare jury forms
2 people
15
Print program
16
Send participant information
17
Check music files
2 people
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Collect materials
3 people
21
Add music to playlist
22
Wrap the prizes
2 people
23
Prepare snacks
3 people
24
Chill drinks
2 people
25
Open venue
2 people
26
Check Dance Floor
2 people
27
Install stage backdrop
3 people
28
Set up the sound system
3 people
29
Test microphones
2 people
30
Test the lighting
2 people
31
Set up jury table
2 people
32
Set up the registration desk
2 people
33
Set up audience seating
4 people
34
Set up the catering buffet
3 people
35
Hang decorations
3 people
36
Prepare the jury forms

Event

37
Receive participants
3 people
38
Welcome the audience
3 people
39
Explain the program
40
Give the opening speech
41
Start music by act
2 people
42
Escort acts to the stage
2 people
43
Hand out judging forms
44
Collect jury forms
45
Announce break
46
Serve snacks
3 people
47
Serve drinks
2 people
48
Refill drinks
2 people
49
Restock the buffet
2 people
50
Check toilets
51
Empty trash bins
2 people
52
Process the jury results
2 people
53
Announce finalists
54
Guide the final round
3 people
55
Start the finale music
2 people
56
Check the final results
2 people
57
Present prizes
3 people
58
Deliver the closing speech
59
See the audience out
3 people

Aftercare

60
Dismantle the sound system
3 people
61
Dismantle lighting
2 people
62
Remove decorations
3 people
63
Clear away chairs and tables
4 people
64
Wash dishes
3 people
65
Clean the dance floor
2 people
66
Collect waste
3 people
67
Clean up catering
3 people
68
Leave venue clean
4 people
69
Return borrowed materials
2 people
70
Send results to participants
71
Send photos to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 140
Judges' table
Registration desk
Buffet tablesqty 3
Clothes racksqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Spare laptop
USB sticksqty 3
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Batteriesqty 24

Tableware

Water glassesqty 160
Coffee cupsqty 80
Platesqty 160
Cutlery setsqty 160
Coffee spoonsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving traysqty 4
Ice cube traysqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Tableclothsqty 8
Stage letters
Red carpet
Number signsqty 30
Directional signsqty 8
Name badgesqty 50

Sports equipment

Non-slip matsqty 6
Changing room matsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setqty 2
Cleaning bucketqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the format and rules before opening registration. Define categories, entry limits, music length, judging criteria, and deadlines early enough to answer questions consistently.
Reserve the venue before publishing invitations, then check the practical layout. Allow space for a registration desk, judges’ table, dancers’ changing area, clothes racks, buffet tables, and safe cable routes.
Close registrations with enough time to process entries and create the start order. Confirm every participant, collect dietary requirements, and send arrival times and music instructions before competition week.
Treat music as a separate technical deadline. Check each file on the event laptop, keep a spare laptop and USB sticks ready, and tape down extension cords and power strips before doors open.
Plan the final two hours as a checklist, not improvisation. Chill drinks, prepare snacks, wrap prizes, print the programme and jury forms, test microphones and speakers, and recruit enough volunteers for registration and room changes.

Frequently asked questions

How far in advance should I organize a show dance competition?: Start at least 12 weeks before the competition. Reserve the venue and set the format first, then allow 4 to 6 weeks for registrations and at least 7 days to finalize the start order, music checks, and participant information.
How do I create the running order for a dance competition?: Create it after registrations close, usually 7 to 10 days before the event. Balance categories and avoid placing the same dancer in consecutive slots when possible, then send the confirmed order with arrival and music details.
When should I collect dance music files?: Set the music deadline 7 days before the competition. Check every file on the playback laptop, label it with the dancer or team name, and store a backup on a separate USB stick.
How many volunteers do I need for a show dance competition?: Plan for at least 1 volunteer at registration, 1 person coordinating dancers backstage, 1 music or stage operator, and 1 person supporting judges. For a larger programme, add one volunteer for every 20 to 30 participants.

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.