Tango competition checklist: what to arrange and when

A tango competition needs more than dancers, judges and a dance floor. You must set the rules, secure the venue, manage registrations, prepare the music and give the jury a workable schedule. This checklist puts the preparation in a sensible order, from the first decisions to event-day setup. It also covers details that are easy to leave too late, such as dietary requirements, music rights, start numbers, prize checks and testing the sound system.

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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

Draw up competition rules
2 people
Assign judges
Reserve competition venue
Check music rights
Create registration form
Send invitations
2 people
Post promotion online
Distributing posters
2 people
Process registrations
Collect dietary requirements
Confirm participants
Assign start numbers
2 people
Make jury forms
2 people
Create the match schedule
2 people
Assemble the music playlist
2 people
Order prizes
Order catering
Order drinks
Test the equipment
2 people
Prepare signage
2 people
Print race numbers
Assign jury tables
Do the shopping
2 people
Checking prizes
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Check the floor
2 people
Clean the dance floor
2 people
Set up tables
4 people
Set up chairs
4 people
Set up judges' table
2 people
Set up registration desk
2 people
Set up the cloakroom
2 people
Hang decorations
3 people
Set up signage
2 people
Set up the sound system
2 people
Test microphones
2 people
Test competition music
2 people
Set up catering
3 people
Staff the registration table
2 people
Register participants
2 people
Hand out race numbers
2 people
Welcome the audience
2 people
Serve coffee and tea
2 people
Give the opening speech
Run the competition round
3 people
Hand out judging forms
2 people
Collect jury scores
2 people
Process interim results
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Announce finalists
Lead the final
3 people
Judge the final
4 people
Check the result
2 people
Present prizes
2 people
Guide the free dance night
3 people
Serve the last round
2 people
Close the cloakroom
2 people
See the audience out
2 people

Aftercare

Turn off the sound system
2 people
Collect tableware
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store remaining catering
2 people
Archive competition data
Email results to participants
Congratulate the winners

What to bring

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

Furniture

Dance floor
Rectangular tablesqty 8
Jury tablesqty 2
Registration desk
Chairsqty 100
Coat racksqty 3
Stoolsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Music player
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Laptop
Calculatorqty 2

Tableware

Water glassesqty 120
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 80
Coffee spoonsqty 80
Pastry platesqty 100
Forksqty 100
Pliersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 10
Serving trays with lidsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Thermos flasksqty 4
Ice cube traysqty 4

Decorations

Black fabric tableclothqty 10
Red fabric table runnersqty 10
LED candlesqty 30
Red Rosesqty 30
Welcome sign
Competition bannerqty 2

Lighting

LED string lightsqty 6
Light standsqty 2

Sports equipment

Bib numbersqty 50
Jury table numbersqty 6
Race ribbonsqty 12
Trophiesqty 3
Medal ribbonsqty 6
Judge clipboardsqty 6
Judges' ballpoint pensqty 24
Competition clock
Measuring tape

Office

Jury formsqty 150
Participant listsqty 5
Match schedulesqty 20
Paper tapeqty 6
Writing pensqty 40
Markersqty 10
Name stickersqty 120
Envelopesqty 20

Cleaning

Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Waste binsqty 8

Catering

Groceries

Tips

Set the competition rules before opening registration. Include categories, judging criteria, timing, tie-break procedures and the deadline for entries so participants know exactly what they are signing up for.
Reserve the venue early enough to confirm the dance floor, jury tables, registration desk, chairs, coat racks and power access. Check the room layout in person or with a floor plan before ordering other equipment.
Close registrations with enough time to process entries, collect dietary requirements, confirm participants and assign start numbers. Prepare jury forms and the match schedule only after the final participant list is stable.
Test the active speakers, mixer, microphones, music player, laptop and extension cords before competition day. Keep gaffer tape and spare power strips available, and make sure the playlist can be played without relying on an internet connection.
Order prizes, catering and drinks against the confirmed headcount, then check every delivery when it arrives. Chill drinks before guests arrive and set out separate areas for registration, judging, refreshments and dancing.

Frequently asked questions

How far in advance should I organise a tango competition?: Start planning at least 8 to 12 weeks before the competition. Secure the venue and judges first, then allow time for promotion, registrations, the final schedule, prizes, catering and equipment testing.
When should tango competition registration close?: Close registration 7 to 10 days before the event. That gives you time to confirm participants, collect dietary requirements, assign start numbers, prepare jury forms and publish the schedule.
How many judges do I need for a tango competition?: The number depends on your rules and categories, but appoint the full jury before invitations go out. Confirm each judge at least 4 weeks ahead so the schedule and judging forms can be prepared around their availability.
How much food and drink should I order for a tango competition?: Base catering on the confirmed participant and guest count, adding a small buffer for late changes. Plan two to three drinks per person for the first hour, and confirm dietary requirements at least 7 days before the event.

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