Planning Your Summer Show Countdown To Do List

Organising a summer show is one of the most rewarding experiences of running a dance studio. The children love it, the parents love it, and the grandparents love it. 

But let’s be real: there’s a lot that goes on behind the scenes before the first curtain. And you’re managing it all while still running your studio. It’s a massive task.

That’s where we (Stage Stubs) come in.

Think of us as your dance show to-do list superheroes, ready to help you tackle the nitty-gritty details you might not have thought of yet. We’re here to make your summer show run as smoothly as possible. 

Your Summer Event Check List 

By now, you’ve likely already locked in your venue, picked your theme, and finalized your show lineup. Amazing work! You’ve got the big-picture planning sorted, and now it’s time to zoom in on the details that turn a good show into a great one. 

(8 Weeks Out)

At this stage, your students should already have a solid start on their choreography. (Don’t worry if they don’t, you still have lots of time.) But now is the time to set clear, achievable goals for both teachers and dancers.

For example, you might aim for students to have 30 seconds of choreography confidently memorized each week. These milestones keep everyone on track and reduce last-minute stress as show day approaches.

Of course, your goals should be tailored to your dancers’ age, level, and genre. Need guidance on how to structure them effectively? Check out our blog post, ‘SMART Goal Setting for Your Dance Studio,’ over on our sister company’s site for practical tips and templates.

Other key tasks for this stage include:

• Sending out costume lists to parents and guardians, clearly tailored by class and performance, so they can purchase the correct sizes in time.
• Promoting your event on social media and through your regular marketing channels. Starting early helps build momentum, learn how in our blog post: ‘When to Start Promoting Your Next Event’.
• Setting up your ticket sales with Stage Stubs. It’s free for studios to use, easy to set up, and gives you the option to boost revenue by selling ad space on your tickets or offering merchandise alongside them.
  

4 Weeks Out

By now, routines should be nearly complete and show details coming together. Now is the time for ironing out logistics and ensuring every dancer and parent is informed and prepared.

Here’s what to focus on during this stage:

• Host costume fittings and make any necessary alterations. This avoids last-minute stress and ensures your dancers look their best.
• Practice full routines in class so dancers become confident in transitions, formations, and stage presence.
• Prepare your printed programs or show booklets. Include dancer names, class info, and mention anyone who has helped with the running of your show, any local sponsors, or key people you want to highlight. 
• Organize props and costume storage for show day. Label clearly and arrange them by performance order for smooth backstage transitions.
• Confirm all volunteers and assign specific roles, such as front-of-house, dressing room support, or backstage management.
• Collect any outstanding payments, whether for tickets, costumes, or merchandise, and remind parents about payment deadlines.
• Finalize and continue promoting ticket sales. 

1 Week Before the Show

The final week is all about confirming everything and calming last-minute nerves. Everything should be coming together by now, so focus on running smooth rehearsals and locking down logistics.

Key tasks include:

• Hold a dress rehearsal at the venue, if possible. This gives students a chance to get comfortable with the space, lighting, and transitions.
• Test all technical equipment, including lighting, microphones, and music playback systems.
• Send final reminder emails to parents with all essential details: show time, arrival time, what to bring, and dress requirements.
• Charge and prep all devices needed on show day.
  

Show Day

The big day has arrived! With strong planning and preparation, you’re now ready to enjoy the excitement of the performance. But before you can do that, make sure you’re all ready by:

• Arriving early at the venue and doing a final walk-through to ensure everything is in place.
• Check in your volunteers and students. Consider assigning a staff member to each group of dancers to help keep things running smoothly.
• Keep a printed show order handy for yourself and all backstage crew so everyone is aligned.
• Capture the moment, take photos and videos, or work with a photographer to document the show.
  

If you're using Stage Stubs, you will be able to download the iPhone App to scan tickets on the door and assign people to their seats. 

All the hard work has been done, and remember, if you notice something going wrong, most likely the audience won’t even know - so just sit back and soak in the atmosphere and feel pride in your team, your students, and yourself. 

Our Summer Event Planning Check List

Still unsure of what jobs you need to do and how to best run your summer event? We’ve broken down some of the main tasks in a checklist for you. Feel free to print this out and take with you. 

1. Venue & Date

⬜️ Book the venue (stage, lighting, sound)
⬜️ Confirm the event date and time

2. Event Planning

⬜️ Decide on the event format (recital, themed show, showcase, etc.)
⬜️ Create a performance lineup/running order
⬜️ Create a budget (venue, costumes, programs, tech, etc.)

3. Choreography & Rehearsals

⬜️ Finalize class performances and music
⬜️ Set choreography completion goals
⬜️ Organize full studio run-through(s)

4. Costumes & Props

⬜️ Assign costumes for each class/performance
⬜️ Share costume lists with parents

5. Tickets & Promotion

⬜️ Set up ticket sales using Stage Stubs (free for studios)
⬜️ Offer extras like ad space on tickets and merchandise to boost revenue (can also be done via Stage Stubs).
⬜️ Promote the event via email, social media, posters, etc.

6. Communication

⬜️ Send all key info to families (arrival times, what to bring, tickets)
⬜️ Confirm tech and vendor bookings (photographers, videographers)

8. Day-of Essentials

⬜️ Pack costume kits and emergency supplies (safety pins, tape, extras)
⬜️ Bring printed show orders and volunteer assignments
⬜️ Confirm music, lighting, and mic tests
⬜️ Set up a front-of-house area, download the Stage Stubs ticket scanning app for ease of entry

9. Post-Event Wrap-Up

⬜️ Send thank-yous to staff, volunteers, and families
⬜️ Share photos or videos from the event
⬜️ Review Stage Stubs earnings from tickets, ads, and merch