Show dance competition checklist

A show dance competition depends on many details arriving in the right order: a clear format, a suitable venue, confirmed dancers, reliable music and prepared judges. Start by setting the competition rules and registration process, then build the running order from confirmed entries. In the final week, check every music file, print the programme and prepare the room layout. This checklist also helps you catch commonly missed items, such as spare playback equipment, power access and refreshments for participants and volunteers.

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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 competition format
2 people
Reserve venue
Assign judges
2 people
Arrange music delivery
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Approach sponsors
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Confirm participants
Create the start order
2 people
Prepare jury forms
2 people
Print program
Send participant information
Check music files
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Add music to playlist
Wrap the prizes
2 people
Prepare snacks
3 people
Chill drinks
2 people
Open venue
2 people
Check Dance Floor
2 people
Install stage backdrop
3 people
Set up the sound system
3 people
Test microphones
2 people
Test the lighting
2 people
Set up jury table
2 people
Set up the registration desk
2 people
Set up audience seating
4 people
Set up the catering buffet
3 people
Hang decorations
3 people
Prepare the jury forms

Event

Receive participants
3 people
Welcome the audience
3 people
Explain the program
Give the opening speech
Start music by act
2 people
Escort acts to the stage
2 people
Hand out judging forms
Collect jury forms
Announce break
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Check toilets
Empty trash bins
2 people
Process the jury results
2 people
Announce finalists
Guide the final round
3 people
Start the finale music
2 people
Check the final results
2 people
Present prizes
3 people
Deliver the closing speech
See the audience out
3 people

Aftercare

Dismantle the sound system
3 people
Dismantle lighting
2 people
Remove decorations
3 people
Clear away chairs and tables
4 people
Wash dishes
3 people
Clean the dance floor
2 people
Collect waste
3 people
Clean up catering
3 people
Leave venue clean
4 people
Return borrowed materials
2 people
Send results to participants
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 competition format and rules before opening registration. Include categories, performance limits, judging criteria, music requirements and any age or group restrictions so participants know exactly what to submit.
Confirm the venue layout at least one week ahead. Plan space for the judges’ table, registration desk, buffet tables, clothes racks, audience seating and safe cable runs rather than fitting them in on the day.
Collect music files with the registration details and check every file at least 48 hours before the competition. Keep copies on two USB sticks and a spare laptop, and test the mixer, speakers, microphones and extension cords.
Create the start order only after registrations and participant details are confirmed. Send the final order and arrival instructions several days in advance, including where dancers register and when they need to be ready.
Plan refreshments around the schedule, not just the headcount. Chill drinks, prepare water, coffee and tea supplies, and allow enough snacks and serving equipment for dancers, judges and volunteers during the full event.

Frequently asked questions

How far in advance should I organise a show dance competition?: Start at least 8 to 12 weeks before the competition. Reserve the venue, appoint judges and publish the registration form first; confirm participants and the start order during the final 1 to 2 weeks.
When should I check the music for a show dance competition?: Collect the music before the registration deadline and check every submitted file at least 48 hours before the event. Test the complete playback setup again when the venue opens.
How many judges and volunteers do I need for a show dance competition?: Use the number required by your competition format, then schedule at least 1 registration volunteer and 1 floor or backstage volunteer per active performance area. Confirm all judges and volunteers at least 2 weeks beforehand.
What equipment is easy to forget for a show dance competition?: Common omissions include a spare laptop, two USB sticks, batteries, power strips, extension cords and gaffer tape. Pack and test these no later than the day before, then keep them at the technical desk.

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.