Open dance class checklist: plan it in the right order

An open dance class needs more than a room and a playlist. You need instructors, a clear class schedule, registration details, reliable sound and enough space for people to move safely. Plan the programme before promoting the event, then use registrations to prepare name badges, dietary information and volunteer shifts. On the day, allow time to clear the dance floor, test the music offline and check every cable before the first participants arrive.

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

Reserve venue
Book dance instructors
Determine dance styles
2 people
Create the program
2 people
Create a registration form
Send invitations
2 people
Post social promotion
Process registrations
2 people
Collect dietary requirements
Prepare teacher briefing
Compile the music program
2 people
Schedule volunteers
Confirm registrations
Share the route to the venue
Check the materials list
2 people
Do the shopping
2 people
Save music offline
Prepare name badges
2 people
Bring materials to the venue
2 people

Event

Open venue
2 people
Clear the dance floor
4 people
Set up tables
3 people
Set out chairs
3 people
Connect sound equipment
2 people
Test the music
2 people
Set up lighting
2 people
Set up registration desk
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out snacks
2 people
Receive participants
4 people
Register attendance
2 people
Guide participants to the dance floor
2 people
Give the opening speech
Lead the warm-up
2 people
Teach the first dance lesson
2 people
Refill drinks
2 people
Serve break snacks
2 people
Teach the second dance lesson
2 people
Supervise free practice
2 people
Set up evening buffet
4 people
Serve the evening buffet
4 people
Give the third dance class
2 people
Guide free dance
2 people
Serve the final drinks
2 people
Hand out goodbye and feedback card
2 people

Aftercare

Turn off the sound equipment
2 people
Pack leftover food
2 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the dance floor
3 people
Clean the venue
4 people
Return materials
2 people
Return rental items
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Dressing room racksqty 4
Clothes hangersqty 80
Bollardsqty 6

Equipment

Active speakersqty 2
Mixer
Laptop
Microphoneqty 2
Speaker standsqty 2
Extension cordsqty 4
Power stripsqty 4
Audio cablesqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 2

Sports equipment

Dance matsqty 20
Towelsqty 40
Water cratesqty 4

Tableware

Reusable cupsqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee cupsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 6
Serving traysqty 6
Cutting boardsqty 3
Kitchen knivesqty 3

Registration

Registration desk
Name badge holdersqty 100
Clipboard boardsqty 4
Pensqty 20
Printer paper

Decorations

Directional signsqty 8
Program postersqty 6
Tableclothsqty 8

Cleaning

Waste binsqty 6
Broomqty 2
Mop setsqty 2
Dustpan and brushqty 2

Safety

First aid kit
Non-slip matsqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. List each dance style, instructor, start time and break so participants know what they are registering for and teachers can prepare the right briefing.
Check the venue layout with movement in mind. Clear the dance floor before setting out chairs and tables, and leave a separate area for changing clothes, bags and dressing-room racks.
Test the complete sound setup at least 60 minutes before the first class. Connect the mixer, laptop, active speakers, microphone and speaker stands, then play the music from an offline copy rather than relying on venue Wi-Fi.
Use registration numbers to plan refreshments and materials. Confirm registrations, record dietary requirements and prepare one name badge per participant, plus a small spare stack for walk-ins or corrections.
Assign volunteers to specific time slots instead of asking for general help. Cover venue opening, registration, route guidance, room changes, refreshments and end-of-event clearing so no task is missed during a class.

Frequently asked questions

How far in advance should I organise an open dance class?: Book the venue and instructors at least 6–8 weeks before the class. Set the dance styles and programme before opening registration, then send a confirmation once places are processed.
How many dance instructors do I need for an open dance class?: Plan at least one instructor for each separate class or dance style. If classes run at the same time, assign one instructor per room and give every teacher a written briefing before the event.
How early should I arrive for an open dance class?: Open the venue at least 90 minutes before the first class. This gives you time to clear the floor, arrange chairs and tables, connect the sound equipment, test the music and prepare name badges.
What sound equipment is needed for an open dance class?: Allow at least one laptop, mixer, microphone, two active speakers, speaker stands, audio cables, extension cords and power strips. Test every connection before participants arrive and keep the music saved offline.

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!