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Planning a dance recital is no small feat. Between juggling schedules, costumes, and rehearsals, it can feel like there’s a million things to keep track of. But don’t worry—we’ve got your back! This ultimate checklist will guide you every step of the way, so you can enjoy the process (and maybe even have some fun) while pulling off an unforgettable recital.
3-6 Months Before the Recital
Lock in the Venue:
Find a venue that’s the perfect size and location for your recital
Check if they’ve got the lighting, sound, and stage setup you need
Pick a Theme:
Brainstorm a fun, engaging theme that your dancers and audience will love
Make sure your music, costumes, and choreography all fit the vibe
Map Out the Big Picture:
Create a rough schedule with key dates for costume measuring, costume fittings, photo day and ticket sales
Be sure to build in a little wiggle room for those unexpected surprises
Communicate with Staff:
Hold an initial planning meeting with your leadership team to delegate tasks
Assign roles for stage management, dancer check in/out, ticket sales and parent communication
Order Costumes and Props:
Order all costumes and accessories, allowing time for alterations
Ensure props and any set pieces are accounted for and in good condition
2-3 Months Before the Recital
Spread the Word:
Design flyers, posters, and social media graphics to promote the recital
Send out emails and keep your website updated with all the details
Parent Communication:
Send an email with details about rehearsal schedules, costumes, and ticket sales.
Set up a parent portal or FAQ page to streamline inquiries.
Set up ticketing site
Set ticket price
Create any discount codes
1 Month Before the Recital
Start Selling Tickets:
Open ticket sales site
Set clear policies for refunds and exchanges
Finalize Schedules:
Lock in the rehearsal schedule, performance order, and call times
Share these with your staff, dancers, and parents
Test All the Tech:
Conduct a run-through of lighting, sound, and video equipment at the venue
Have backups ready for music tracks—just in case
Distribute Costumes:
Hand out costumes to dancers and provide care instructions
Confirm all pieces are accounted for and fit properly
Consider keeping the accessories to distribute at the recital so none of them get lost (especially for younger dancers)
Create a packing List
Make a list of everything that needs to be packed up and taken to the recital venue
Consider renting a truck to load and unload everything at once
Week of the Recital
Confirm All Logistics:
Double-check vendor contracts, venue agreements, and staff schedules
Go through staff role assignments to make sure every role is covered
Last Minute Tickets:
Have a system in place for last-minute ticket sales at the door
Encourage Your Dancers:
Share words of encouragement and remind dancers to have fun
Provide clear instructions for arrival times and backstage etiquette
Post-Recital
Say Thank You:
Show your appreciation to staff, dancers, and parents with a heartfelt thank-you
Send notes or emails to vendors and volunteers to let them know they’re valued
Ask for Feedback:
Send out a post-recital survey to parents, dancers, and staff
Use the feedback to identify areas for improvement for next year
Review Financials:
Reconcile ticket sales, vendor payments, and other expenses
Adjust your budget based on what worked (and what didn’t)
Celebrate Your Success:
Host a small gathering or acknowledgment ceremony for your team
Take a moment to reflect on how far you’ve come—you deserve it!
Planning a dance recital involves countless moving parts, but with this ultimate checklist, you can stay organized and confident every step of the way. Whether you’re a seasoned studio owner or planning your first recital, RecitalReady’s tools can make the process even smoother. Try it today and see how we can help bring your vision to life!