How to Plan an Outdoor Dance Event
Created Dec 2, 2022

How to Plan an Outdoor Dance Event

If you're a dance studio owner, chances are you've been asked to put together an outdoor dance event at some point. Maybe it's for a local fair or festival, or maybe it's for a corporate picnic or family reunion. Dancing outdoors is also a great way to change up the scenery for your students and give them a chance to show off their moves in a new setting. Whatever the occasion, planning an outdoor dance event can be a daunting task. But never fear! With a little planning and forethought, you can pull off a successful event that will have your dancers shining. 

Here’s a quick guide on how to plan an outdoor dance event and list of things you need to take into consideration.

1. Pick a date 

The first step in planning any event is picking a date and venue. When choosing a date for your outdoor dance event, make sure to pick a day that has good weather forecasted. You don’t want your event to be rained out.

2. Choose the right venue 

When selecting a venue for your outdoor dance event, there are a few things you'll need to take into account:

  • Is the venue large enough to accommodate your expected number of guests?
  • Does the venue have any restrictions on noise levels? 
  • Is the venue close enough to public transportation so that your guests can easily get there? 


First, of course, is the size of the space. You'll need enough room for your dancers to move around comfortably without bumping into each other or tripping over obstacles. 

Second, you'll need to make sure the surface is suitable for dancing—smooth and level is ideal, but if you're working with concrete or asphalt, just make sure it's clean and free of debris. 

Third, you'll need to consider the weather. If it's hot out, make sure there's shade available, and if it's cold out, make sure there's a place where your dancers can warm up if needed. Finally, you'll need to think about sound. Is there a band playing? Will you be using amplified music? Make sure the sound system is up to par so your dancers can hear the music clearly.

3. Find the right music

The music you choose for your outdoor dance event will be just as important as the venue itself. You’ll want to make sure that you choose songs that are appropriate for all ages and that will get everyone on their feet and moving. If you’re not sure what songs to choose, ask your students for suggestions or look up popular dance songs on Spotify or iTunes. 

You'll want to find songs that are upbeat and easy to dance to—nothing too fast or too slow. You'll also want to make sure the lyrics are appropriate for all ages; remember, this is a family-friendly event! If you're not sure where to start, try searching for "top 100 party songs" or "top 50 summer songs." You can also ask your dancers for suggestions; after all, they're the ones who will be doing the dancing!

4. Create a schedule

Once you have your venue and music sorted out, it's time to start creating a schedule for the day of the event. First, decide how long the event will be—two hours is usually plenty of time for dancing. Next, determine how many dances you'll need and which ones will work best for each song (for example, a waltz might work better for a slower song while a square dance would be more appropriate for something faster-paced). 

Finally, create a running order of all the dances so everyone knows what's coming next and can plan accordingly. Schedule breaks every 20 minutes or so so your dancers can rest their feet and grab some water; trust us, they'll appreciate it! And that's it! With these three steps taken care of, all that's left is to enjoy the event itself.  

5. Promote your dance event 

Now that you have a date and venue picked out, it’s time to start promoting your event! The best way to do this is by creating a Facebook event and inviting all of your friends and followers. You can also promote your event by hanging up flyers around town or by sending out email blasts to your dance studio’s mailing list. 

6. Plan logistics 

On the day of your outdoor dance event, there are a few logistical things you’ll need to take care of. First, you’ll need to set up speakers so that everyone can hear the music clearly. You’ll also need to make sure that there is enough lighting so that people can see where they are walking and dancing. Finally, you’ll want to have some water on hand in case anyone gets thirsty from all the dancing! 

Conclusion

Planning an outdoor dance event may seem like a daunting task at first glance, but with careful planning and forethought it can be pulled off without a hitch! Just remember to choose the right venue, find the right music, and create a schedule—and most importantly, have fun!

Matt H

Matt H

Founder

Founder and CEO of Stage Stubs, online ticketing software built specifically for performing arts and dance events in the UK. He has over two decades of experience in SaaS B2B industry, having worked in senior IT positions for some of the world’s leading companies. Matt has played a key role in developing both International Dance Supplies Limited’s online presence and Raviga Group’s award-winning software products. Passionate about helping businesses grow, Matt is always looking for new ways to improve the customer experience and drive sales through innovative technology solutions.