Essential Timeline Checklist for Studio Directors Before Competition Weekend

Competition season moves fast, and studio directors face a whirlwind of tasks that must be managed carefully to ensure a smooth experience for dancers and families. Staying organized is the key to reducing stress and leading your team confidently into competition weekend. This guide breaks down what to prioritize at 30 days, 15 days, and 7 days before your regional competition. Whether you are a seasoned director or managing your first event, this timeline will help you keep track of everything from scheduling and communication to costumes, rehearsals, and logistics.

Studio director managing competition schedules

Studio director organizing competition schedules and deadlines on a calendar

30 Days Before Competition: Lay the Groundwork

At this stage, your focus should be on finalizing the big picture details. This gives you enough time to address any issues that arise and communicate clearly with your team and families.

Confirm Competition Details

• Verify competition dates, venue location, and arrival times.

• Review rules and regulations from the competition organizers.

• Confirm registration and payment deadlines have been met.

  
  

Finalize Team Rosters and Schedules

• Confirm which dancers will participate in each routine.

• Create a detailed rehearsal schedule that fits around dancers’ other commitments.

• Share schedules with dancers and parents to avoid last-minute conflicts.

  
  

Communicate Clearly with Families

• Send out a comprehensive email outlining important dates, expectations, and any required forms.

• Include information about ticket purchases, parking, and venue policies.

• Encourage parents to ask questions early to avoid confusion later.

  
  

Prepare Costumes and Props

• Inventory all costumes and props to ensure everything is complete and in good condition.

• Schedule any necessary costume fittings or alterations.

• Plan for backups or repairs in case of last-minute issues.

  
  

15 Days Before Competition: Focus on Rehearsals and Details

With two weeks left, your priority shifts to refining performances and confirming logistics.

Intensify Rehearsals

• Increase rehearsal frequency to build confidence and polish routines.

• Run full dress rehearsals to simulate competition conditions.

• Address any technical challenges with choreography or music cues.

  
  

Confirm Travel and Accommodation Plans

• If the competition requires overnight stays, finalize hotel bookings.

• Organize transportation for dancers and equipment.

• Share travel itineraries with families and staff.

  
  

Prepare Competition Day Materials

• Assemble competition packets including schedules, maps, and emergency contacts.

• Prepare a checklist for dancers to bring essentials like costumes, shoes, makeup, and snacks.

• Assign team leaders or chaperones to manage groups during the event.

  
  

Communicate Updates

• Send reminders about rehearsal times, travel plans, and what to expect on competition day.

• Highlight any changes or important notes since the last communication.

• Encourage dancers to rest well and stay hydrated.

  
  
  
  

Dance costumes organized and ready for competition

Costumes organized and ready for dancers to wear during competition weekend

7 Days Before Competition: Final Checks and Calm Preparation

The last week is about tying up loose ends and ensuring everyone feels prepared and confident.

Conduct Final Dress Rehearsals

• Hold at least one full run-through in costume.

• Focus on timing, transitions, and stage presence.

• Provide positive feedback and encouragement to boost morale.

  
  

Double-Check Logistics

• Confirm transportation and accommodation details once more.

• Pack all costumes, props, and emergency kits.

• Prepare a contact list for all staff, dancers, and parents.

  
  

Communicate a Final Reminder

• Send a detailed email with arrival times, parking instructions, and competition day expectations.

• Include tips for dancers on managing nerves and staying focused.

• Remind families about any last-minute changes or requirements.

  
  

Encourage Rest and Self-Care

• Advise dancers to get plenty of sleep and eat balanced meals.

• Suggest light stretching or meditation to reduce stress.

• Emphasize the importance of enjoying the experience.

  
  
  
  

Leading Up to Competition Weekend

By following this timeline, studio directors can reduce stress and avoid last-minute chaos. Staying organized helps dancers focus on their performances and allows the studio to present itself professionally. Remember, clear communication and thorough preparation are your best tools.

Use this checklist as a roadmap to guide your team through the busy weeks before competition. Your dancers will thank you for the smooth experience, and your studio will shine on stage.

By Yeni Guardado

Oro Dance Competition Staff