Salsa competition checklist: plan it in the right order

A salsa competition needs more than a dance floor and good music. You have to lock in the format, venue, judges, DJ and rules before registrations open, then manage participant information, timings, prizes and catering. The final week is when small omissions cause delays: missing dietary details, an incomplete start list, untested microphones or no clear jury briefing. Use this checklist to move from competition design to event-day setup without leaving essential jobs until the last 24 hours.

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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

Set the competition format
2 people
Reserve venue
Assign judges
Confirm the DJ
Book photographer
Write out the competition rules
2 people
Set the prize money
2 people
Create a registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Confirm participants
2 people
Collect dietary requirements
Prepare the start list
2 people
Prepare jury briefing
Order prizes
Order catering
Coordinate music and times
2 people
Print the run sheet
Send participant information
Do the shopping
2 people
Collect prizes and materials
2 people
Pick up venue keys
Check the floor and hall
2 people
Set up tables and chairs
4 people
Clear the competition floor
3 people
Install stage backdrop
2 people
Connect the sound system
2 people
Test microphone
2 people
Set up lighting
2 people
Set up judges' table
2 people
Set up registration desk
2 people
Prepare participant badges
2 people
Prepare the jury forms
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Receive participants
3 people
Welcome visitors
2 people
Register participants
2 people
Hand out race numbers
2 people
Give the jury briefing
Play the opening music
Explain the competition
Guide the preliminary round
3 people
Collect jury forms
2 people
Process the interim results
2 people
Serve snacks
3 people
Refill drinks
2 people
Announce finalists
Have finalists warm up
2 people
Lead the final
3 people
Open the public dance
2 people
Support the dance floor
2 people
Prepare awards ceremony
2 people
Announce the winners
Present prizes
2 people
Take group photo
2 people
Say goodbye to visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Pack leftover catering
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the room
4 people
Check toilets
Gather borrowed items
2 people
Return equipment
2 people
Hand over the venue
2 people
Store photos securely
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Judges' table
Registration desk
Coat rackqty 2

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone stand
DJ laptop
Extension cordsqty 6
Power stripsqty 4
Laptop chargerqty 2

Lighting

LED spotlightsqty 6
String lightsqty 4
Emergency lightsqty 2

Sports equipment

Dance floor panelsqty 24
Marking lines
Race bib strapsqty 40

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 80
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving traysqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Small bowlsqty 12
Ice containersqty 4

Decorations

Tableclothsqty 10
Balloonsqty 100
String decorationsqty 6
Flower arrangementsqty 6
Stage backdrop
Table numbersqty 10

Catering

Competition trophiesqty 3
Medalsqty 12
Jury formsqty 100
Clipboardsqty 8
Pensqty 30
Badgesqty 140
Wristbandsqty 150
Prize money envelopesqty 3
Groceries

Cleaning

Waste binsqty 8
Mop setsqty 2
Dustpan and brushqty 2
Hand soap dispensersqty 4
Toilet brushesqty 4

Tips

Set the competition format and rules before publishing the registration form. State the categories, entry requirements, judging criteria, music format and any time limits so participants know exactly what they are signing up for.
Reserve the venue early and check the room in person before the event. Confirm the dance floor size, power points, emergency lighting, tables for registration and judges, coat storage, and when you can collect the keys.
Give judges and the DJ a written schedule at least one week ahead. Include the running order, music cues, microphone use, breaks and the time allowed for each round; do not rely on verbal instructions on the day.
Close registrations with enough time to verify every entry and prepare the start list. Send participant information several days before the competition, including arrival time, check-in procedure, rules, dietary arrangements and what happens if someone is late.
Test the technical setup before doors open, including speakers, mixer, wireless microphones, laptop charger, extension cords and power strips. Keep a printed run sheet at registration, with spare materials and prizes collected before setup begins.

Frequently asked questions

How far in advance should I plan a salsa competition?: Start planning at least 8 to 12 weeks ahead. Use the first weeks to secure the venue, judges and DJ, then open registration only after the format, rules and prize money are confirmed.
When should salsa competition registration close?: Close registration 7 to 10 days before the event. That gives you time to check entries, collect dietary requirements, confirm participants and prepare the start list and jury briefing.
How many judges do I need for a salsa competition?: The number depends on your format, but choose the judging panel before registration opens and brief every judge at least 3 days in advance. Allow a separate judges’ table and enough time to explain scoring and tie-break procedures.
When should I send information to salsa competition participants?: Send the final participant information 3 to 5 days before the competition. Include the arrival time, check-in desk, running order or start-list timing, rules, venue details and any catering information.

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.