How to organize a street dance competition

Start by deciding how the competition will run: categories, entry limits, judging method, battles or rounds, and the timetable. Then secure a venue with a suitable dance floor, reliable sound system, changing space, and enough power. Registrations, rules, judges, and the schedule need to be settled before promotion begins. In the final week, confirm every participant, prepare jury forms and bib numbers, and check that prizes, drinks, equipment, and participant information are ready.

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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
Check Dance Floor
2 people
4
Reserve Sound System
5
Assign judges
2 people
6
Book host
7
Book photographer
8
Draw up competition rules
2 people
9
Publish registration form
10
Send invitations
2 people
11
Post social promotion
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Confirm participants
2 people
15
Register entry fee
2 people
16
Make the competition schedule
2 people
17
Create the program
2 people
18
Make jury forms
2 people
19
Make bib numbers
2 people
20
Email participant information
21
Order prizes
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Collect prizes
25
Chill drinks
2 people
26
Print the program
2 people
27
Compile jury sets
2 people

Event

28
Open venue
2 people
29
Lay the dance floor
4 people
30
Set up stage sections
4 people
31
Set up the sound system
3 people
32
Test microphones
2 people
33
Adjust the lighting
2 people
34
Set up jury table
2 people
35
Set up the registration desk
2 people
36
Set up audience seating
4 people
37
Set up the catering table
2 people
38
Hang up decorations
3 people
39
Put up directional signs
2 people
40
Prepare jury sets
2 people
41
Lay out bib numbers
2 people
42
Fill the drink station
2 people
43
Set out snacks
2 people
44
Receive participants
3 people
45
Check attendance
2 people
46
Hand out race numbers
2 people
47
Direct dancers to dressing rooms
2 people
48
Give the jury briefing
2 people
49
Welcome the audience
3 people
50
Host the opening
2 people
51
Guide the preliminary round
4 people
52
Collect judging forms
2 people
53
Process scores
2 people
54
Announce finalists
2 people
55
Serve break snacks
3 people
56
Refill drinks
2 people
57
Guide the final round
4 people
58
Inform the audience
59
Process final scores
2 people
60
Present the awards ceremony
3 people
61
Photograph the winners
2 people
62
Lead the free dance session
3 people
63
Refill drinks
2 people
64
Announce the final round
65
See the crowd off
3 people
66
Turn off the sound system
2 people
67
Collect lost items
2 people

Aftercare

68
Take down the dance floor
4 people
69
Dismantle the stage
4 people
70
Pack audio equipment
3 people
71
Put furniture back
4 people
72
Wash dishes
3 people
73
Collect waste
3 people
74
Clean the venue
4 people
75
Check changing rooms
2 people
76
Register lost and found items
77
Return rental items
2 people
78
Store leftover stock
2 people
79
Store photos securely
80
Publish results
81
Inform participants

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 120
Bar stoolsqty 6
Judges' table
Coat racksqty 4
Changing room benchesqty 8

Equipment

Modular dance floor
Stage sectionsqty 8
DJ set
Speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6
Power banksqty 6
Charging cablesqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Light filtersqty 12

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Ice packsqty 30

Decorations

Banner flagsqty 6
Balloon archesqty 2
Announcement signsqty 8
Wayfinding signsqty 10
Tableclothsqty 10
Stage backdrop
Red carpet
Table signsqty 12

Sports equipment

Start number vestsqty 60
Training matsqty 12
Water cratesqty 8

Catering

Groceries

Office

Jury formsqty 180
Program flyersqty 250
Bib numbersqty 80
Pensqty 40
Markersqty 12
Clipboardsqty 20
Notepadsqty 20
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Printer paperqty 2
Envelopesqty 50
Wristbandsqty 300
Cash register
Cash box
Calculatorsqty 3

Cleaning

Broomqty 3
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Cable matsqty 12
Non-slip matsqty 8
Flashlightsqty 4
Emergency exit signsqty 6

Prizes

Winner's cupsqty 12
Medalsqty 60
Vouchersqty 12
Prize bagsqty 12

Tips

Set the competition format before opening registration. Define the categories, number of rounds, judging criteria, time limits, and maximum entries so you can build a realistic schedule instead of changing the rules later.
Reserve the venue and test the dance floor, speakers, DJ set, microphones, lighting, and available power several weeks before the event. Bring extension cords, power strips, and gaffer tape; missing connections are often discovered only during setup.
Publish the rules and registration form together, then allow at least 7 days for responses before closing entries. Ask for dietary requirements during registration and send confirmed participants the timetable, arrival time, bib-number instructions, and event rules.
Prepare the judging and running documents before event week. Print jury forms, participant lists, bib numbers, and a final schedule, with spare copies for each judge and one backup set at the information desk.
Plan the final shopping and collection at least 1 day before doors open. Chill drinks, check reusable cups and serving equipment, collect the prizes, and keep a short setup checklist for tables, chairs, changing benches, coat racks, and the judges’ table.

Frequently asked questions

How far in advance should I organize a street dance competition?: Start at least 8 to 12 weeks ahead. Book the venue, judges, host, photographer, sound system, and dance floor first, then open registration once the format and rules are fixed.
How long should registration stay open for a street dance competition?: Keep registration open for about 2 to 4 weeks, depending on your entry limit. Close it at least 7 days before the event so you can confirm participants, collect fees, and produce the schedule.
What equipment do I need for a street dance competition?: Plan for a suitable dance floor, DJ set, speakers, subwoofers, mixing console, microphones, lighting, extension cords, power strips, and gaffer tape. Check the sound and power setup at the venue at least 2 weeks before the competition.
When should I make the competition schedule?: Make a first schedule as soon as registration closes, usually 5 to 7 days before the event. Send the final version with participant information and arrival times at least 3 days beforehand, then print backup copies for the judges and host.

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