Street Dance Competition Checklist: What to Arrange and When

A street dance competition needs more than a dance floor and a sound system. You need to lock in the format, venue, judges and host early, then give participants clear rules, schedules and arrival information. Registration, entry fees and dietary requirements also need tracking before the final programme is published. Use this checklist to work through the planning in order, including the equipment and small details that are easy to leave until the last week.

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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
Check Dance Floor
2 people
Reserve Sound System
Assign judges
2 people
Book host
Book photographer
Draw up competition rules
2 people
Publish registration form
Send invitations
2 people
Post social promotion
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Register entry fee
2 people
Make the competition schedule
2 people
Create the program
2 people
Make jury forms
2 people
Make bib numbers
2 people
Email participant information
Order prizes
Check the shopping list
2 people
Do the shopping
3 people
Collect prizes
Chill drinks
2 people
Print the program
2 people
Compile jury sets
2 people

Event

Open venue
2 people
Lay the dance floor
4 people
Set up stage sections
4 people
Set up the sound system
3 people
Test microphones
2 people
Adjust 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 table
2 people
Hang up decorations
3 people
Put up directional signs
2 people
Prepare jury sets
2 people
Lay out bib numbers
2 people
Fill the drink station
2 people
Set out snacks
2 people
Receive participants
3 people
Check attendance
2 people
Hand out race numbers
2 people
Direct dancers to dressing rooms
2 people
Give the jury briefing
2 people
Welcome the audience
3 people
Host the opening
2 people
Guide the preliminary round
4 people
Collect judging forms
2 people
Process scores
2 people
Announce finalists
2 people
Serve break snacks
3 people
Refill drinks
2 people
Guide the final round
4 people
Inform the audience
Process final scores
2 people
Present the awards ceremony
3 people
Photograph the winners
2 people
Lead the free dance session
3 people
Refill drinks
2 people
Announce the final round
See the crowd off
3 people
Turn off the sound system
2 people
Collect lost items
2 people

Aftercare

Take down the dance floor
4 people
Dismantle the stage
4 people
Pack audio equipment
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Check changing rooms
2 people
Register lost and found items
Return rental items
2 people
Store leftover stock
2 people
Store photos securely
Publish results
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. Decide the categories, battle structure, judging method and approximate running time first, so the rules, registration form and schedule all match.
Reserve the venue and test the dance floor, sound system and power supply well before event day. Allow time to check speaker placement, microphones, extension cords, power strips and lighting without an audience waiting.
Close registrations early enough to process payments and participant details. Confirm names, categories and dietary requirements before you print bib numbers, jury forms and the competition schedule.
Send the participant information at least 7 days before the competition. Include arrival time, check-in instructions, changing-room arrangements, rules, programme timing and anything dancers need to bring.
Prepare the backstage and audience areas as carefully as the performance space. Set out judges' tables, chairs, coat racks and changing-room benches, and chill drinks before doors open so the first hour runs smoothly.

Frequently asked questions

How far in advance should I organise a street dance competition?: Start venue, format and supplier planning at least 8 to 12 weeks ahead. Open registration only after the rules, entry fee and competition categories are confirmed.
When should street dance competition registration close?: Close registration 10 to 14 days before the event. This gives you time to confirm participants, process entry fees, collect dietary requirements and publish a workable schedule.
How many judges do I need for a street dance competition?: Plan for at least 3 judges for a small competition, with a separate host and scorekeeper if possible. Confirm the judging criteria and send the jury forms at least 1 week before the event.
What equipment is needed for a street dance competition?: Allow for a suitable modular dance floor, DJ set, speakers, subwoofers, mixing console and microphones, plus lighting, extension cords and gaffer tape. Test every connection at least 2 hours before doors open.

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