You have a show or competition coming up. You’re excited and nervous. You’re dreaming big but trying to keep your expectations in check.
How are you going to make it all happen? How can you prepare your dancers for a truly magical performance? Well, you just need a good plan.
You’ll want to map out the date, rehearsal times, costumes, and day-of logistics long before showtime. You should also think about how your dancers are feeling mentally and how you’ll communicate with parents, team members, and volunteers.
Yes, it’s a lot. There are a ton of moving parts. But passion makes anything possible. You’ve got this.
To help you along the way, we’ve put together this comprehensive playbook for studio owners and teachers. It’s packed with useful checklists and guides you can follow.
Ready to get stuck into it? Great. Let’s get started.
Build a Performance Prep Timeline
First things first, let’s talk about the timeline. Here’s an overview.
6–8 weeks out: choreography & casting locked
This is your chance to set up for success.
Week 8:
- Choreography is finalized for every number. No more changes after this point.
- Casting is confirmed, and every dancer knows their role.
- You’re done choosing competition music or performance tracks.
- Costume orders are placed or confirmed. Check for any outstanding measurements or missing items.
Weeks 6 and 7:
- Dancers are learning and retaining their parts independently.
- Teachers are identifying any sections that need extra attention.
- A costume tracking sheet is created.
- Any prop requirements are identified, and sourcing begins.
3–4 weeks out: run-throughs & spacing
The goal over these 2 weeks is to get every number running from start to finish.
Week 4:
Run every number from start to finish at least twice per rehearsal. Dancers need to experience the full arc of a piece.
This is also when you start thinking about entrances, exits, and transitions. Walk through the order of the show so teachers and backstage helpers know what’s coming next.
Week 3:
Spacing is now the priority. If you have access to the venue or a taped-out floor plan, use it.
Dancers need to know their positions relative to the stage, not just to each other in the studio.
Run the full show order at least once this week. Identify any numbers that still need tweaking.
Week of: dress rehearsal & logistics
This week is about locking everything in.
Monday and Tuesday:
- Confirm all call times with parents and staff. Ideally, do this in writing.
- Double-check costume inventory.
- Lock in prop placement and who’s responsible for each item backstage.
- Brief all volunteers and staff on their roles. The goal is zero confusion.
Wednesday (dress rehearsal):
- Run the full show in costume, in order, with music, lighting, and any stage effects.
- Treat it like the real show. Entrances and exits included.
- Take notes on anything that needs adjusting.
Thursday:
- Address any issues from the dress rehearsal.
- Confirm final headcount and any last-minute parent questions.
- Pack the emergency kit and finalize the backstage plan.
Day before the show:
- Send a final reminder to parents with call times, parking, and what dancers need to bring.
- Rest. Your dancers need it, and so do you.
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Rehearsal Strategies That Build Confidence
Confidence in performance in dance comes from repetition and familiarity.
The more your rehearsals mimic the real thing, the calmer and more prepared your dancers will be.
Full run-throughs vs. cleaning sections
A full run-through means performing a number or show from start to finish without stopping.
What it achieves:
- Dancers learn to recover and continue when something goes wrong.
- It builds stamina and pacing for the real performance.
- It gives you a realistic picture of where things actually stand.
Cleaning, in contrast, means stopping, isolating a specific part of a number, and working it until it’s right.
Benefits include:
- Fixes technical issues that get glossed over in full runs
- Gives dancers targeted repetitions on the parts they find hardest
The best rehearsal plans use both:
- Run-throughs tell you what needs cleaning.
- Cleaning sessions fix it.
Then you run it again. Rinse and repeat.
Simulating performance conditions
Rehearsals should mirror performance conditions as closely as possible.
Here’s a checklist for simulating performance conditions in the studio.
Environment:
- Play music at performance volume.
- Use stage lighting if you have it, or adjust studio lighting to be less casual.
- Tape out the stage dimensions on the studio floor if you don’t have venue access.
- Ask dancers to enter and exit from the correct wings or sides of the space.
Presentation:
- Dancers perform in full or partial costume at least once in the studio.
- Hair and makeup are worn during at least one full run-through.
- Props are used in every rehearsal where they appear in the number.
Audience:
- Invite parents or other classes to watch a run-through.
- Practice bowing and transitions between numbers.
Preparing dancers for a recital stage
Dancers need time to adapt to the stage environment.
Here’s what to cover with your dancers in the lead-up:
Stage awareness:
- Walk through entrances and exits at the venue during dress rehearsal.
- Point out the wings, the audience sightlines, and any hazards.
- Teach dancers to find their spot on stage using fixed reference points, not just other dancers.
Performing for an audience:
- Talk to your dancers about projection. Energy needs to travel further on a stage than in a studio.
- Remind them to recover and continue if they miss a step. The audience doesn’t know the choreography.
- Encourage them to smile and connect with the audience.
Spacing and formation:
- Run spacing specifically for the stage dimensions.
- Walk formations slowly so every dancer knows their path.
Costume, Hair & Prop Readiness
Costume and prop problems are some of the most stressful things to deal with on show day. Getting everything checked and organized in the weeks leading up to the performance is vital.
Costume checks & quick changes
Start your costume checks about 3 weeks out.
Labeling and organization:
- Every costume piece is labeled with the dancer’s name.
- Costumes are grouped by number, so backstage handoffs are fast.
- Each dancer has a costume bag or hanger with everything for that number together.
Fit and condition:
- Every dancer tries on their full costume, including tights, shoes, and accessories.
- Check for broken zippers, loose seams, missing buttons, and anything that needs repair.
Quick changes:
- Map out every quick change in the show. Know exactly how much time each dancer has.
- Assign a specific adult helper to each quick change that’s under 2 minutes.
- Practice the quick change at least twice in rehearsal, in costume.
- Use velcro, snaps, or pre-tied pieces wherever possible to speed things up.
Hair & makeup standards
Here’s your pre-show checklist to ensure consistent hair and makeup:
Hair:
- Written instructions sent to parents at least 2 weeks out
- Photos included showing the exact style required for each number
- Hair secured well enough to last the full show, including jumps and turns
- All hair accessories are the correct color and style for the costume
- Spare bobby pins, hair ties, and hairspray packed in the emergency kit
Makeup:
- Age-appropriate makeup guidelines are communicated to parents in writing.
- Foundation or powder is worn to reduce shine under stage lighting.
- Eye makeup is bold enough to read from the back of the house.
- Lip color matches or complements the costume.
On arrival:
- A designated teacher or volunteer does a quick hair and makeup check.
- A small touch-up kit is available backstage for any last-minute fixes.
Props & set logistics
Props are easy to forget about until they’re missing mid-performance. Here’s how to get on top of them well in advance:
Sourcing and preparation:
- All props are sourced and in hand at least 3 weeks out.
- Each prop is labeled with the number it belongs to and where it enters and exits the stage.
Storage and placement:
- Props are stored in a dedicated area backstage, organized by number.
- A prop table or labeled bins make it easy for helpers to find things fast.
- Assign one person to be responsible for prop placement and collection during the show.
Rehearsal use:
- Dancers use the actual props in rehearsal.
- Run any number with a prop from a full performance perspective, including how it’s carried on and off stage.
Set pieces:
- If your show includes set pieces, confirm venue access for setup and strike.
- Assign a team specifically for moving set pieces during the show.
- Walk the team through the sequence at dress rehearsal so everyone knows the plan.
Managing Pre-Performance Nerves
A supportive pre-performance routine is one of the best things you can give your dancers on show day.
Warm-up & breathing routines
A good warm-up prepares the body and settles nerves. Here are some routines to try.
Routine 1:
- 3 minutes of light cardio: marching, gentle jumps
- 5 minutes of dynamic stretching: leg swings, hip circles, shoulder rolls, arm circles
- 5 minutes of technical warm-up: relevés, tendus, or style-specific exercises relevant to the performance
- 3 minutes of running through a short section of choreography at performance energy
Routine 2:
- Inhale slowly for 4 counts through the nose.
- Hold for 4 counts.
- Exhale slowly for 4 counts through the mouth.
- Repeat 4 times.
- Finish with 2 big breaths in and out, then shake out the hands and feet.
Mental-prep techniques for young dancers
Research found that athletes’ mental state can have a “substantial impact, both for the better and for the worse, on performance.”
That means the way your dancers think going into a show is just as important as the choreography itself.
Here are three techniques to try:
- Positive self-talk: Teach dancers to replace “I’m going to mess up” with something like “I’ve done this a hundred times” or “I know this dance.”
- Visualization: Ask dancers to close their eyes and picture themselves performing their number well. Walk them through it verbally: entering from the wings, hitting their opening position, and moving through the choreography.
- A personal pre-show ritual: Encourage dancers to develop a personal ritual that signals “it’s time to perform.” It might be a specific stretch or a phrase they say to themselves. Rituals create a sense of control in an environment that can feel unpredictable.
RELATED ARTICLE — How Dance Can Increase Your Self-Esteem and Self-Worth: Mental Health Benefits Explained
Helping dancers recover from on-stage mistakes
Mistakes happen. They affect every performance. At every level. That’s just life.
Teach your dancers to:
- Keep moving: Stopping or freezing makes a mistake visible. Continuing makes it invisible to most of the audience.
- Find a reference point: If a dancer loses their place, they should look to a fellow dancer they trust and follow their lead for a count or two.
- Let it go immediately: Dwelling on a mistake mid-performance causes more mistakes. Teach dancers to take a mental breath and get back into the number.
Communicating With Dance Parents Before the Show
When parents know exactly what’s happening and when, you get fewer last-minute calls.
What to send & when
Start your parent communications early and send them on a schedule. That way, nothing gets missed and parents have time to prepare.
| Timeframe | What to send |
| 6–8 weeks out | Costume requirements, shoe and accessory details, hair and makeup guidelines |
| 3–4 weeks out | Show schedule overview, dress rehearsal date and location |
| 2 weeks out | Detailed call times, parking and venue information, what to bring on the day |
| 1 week out | Ticket information, audience etiquette reminders, backstage drop-off instructions |
| 2–3 days out | Final reminder with call times, what dancers need to arrive with |
| Day before | Quick confirmation message, any last-minute updates, a warm note to get everyone excited |
Call times, tickets & expectations
When it comes to call times, give parents a specific arrival time.
Include in your call time communication:
- Where to drop dancers off (stage door, studio entrance, backstage area)
- Whether parents stay or leave after drop-off
- Who to contact if they’re running late
Send ticket information at least 1 to 2 weeks out. Cover:
- How to purchase or collect tickets
- Whether seats are assigned or general admission
- Any age restrictions for young children in the audience
- What happens if a family needs more tickets than their allocation
Parents appreciate knowing what’s expected of them as audience members, too.
Day-of Performance Checklist for Studios
The big day is here, and the more organized your team is, the smoother everything runs.
Backstage organization & supervision
Every dancer needs to know where to go, and every adult needs to know who they’re responsible for. Here’s your checklist:
- Dancers are checked in on arrival and marked off a master list.
- Each dressing room or age group has a designated supervising adult.
- Costume bags and props are placed in assigned spots on arrival.
- A path from dressing rooms to the wings is established and communicated.
- Dancers are supervised at all times, including during transitions between spaces.
- A quiet area is available for anxious or overwhelmed dancers.
- No dancer goes anywhere alone, including to the bathroom.
- A roll call is done at least 30 minutes prior to the first number.
Staff & volunteer roles
Brief all staff and volunteers at least 30 minutes prior to doors opening. Each person should have their role in writing.
- Front of house coordinator: Manages ticketing, seating, and audience questions
- Backstage supervisor: Oversees all dancer movement and dressing room activity
- Wings coordinator: Lines up dancers for each number and manages entrances
- Quick change helpers: Assigned to specific dancers with fast costume changes
- Prop coordinator: Manages the prop table and ensures the correct placement of each number
- Dressing room helpers: One adult per dressing room for the duration of the show
- Runner: Available to handle any unexpected tasks or messages between areas
- First aid officer: Identified and briefed on the location of the emergency kit
Emergency kit & contingencies
Pack your emergency kit the day before the show. Include:
- Safety pins in multiple sizes
- Needle and thread in costume colors
- Clear and black hair elastics, bobby pins, and hairnets
- Extra tights in common sizes
- Stain remover wipes
- Medical kit with bandages, blister pads, and pain relief
- Spare batteries for any battery-operated props or headpieces
- Gaffer tape
- Spare shoes in common sizes if possible
- A printed copy of the full show running order
- Emergency contact list for all dancers
- Venue contact number and a contact for technical staff on site
After the Performance: Feedback & Follow-Up
The days after a performance are an opportunity to celebrate dancers and improve future shows.
Celebrating & recognizing dancers
Here are four ways to celebrate your dancers after a performance:
- Take 5 minutes at the start of the first class back to acknowledge the performance. Call out specific things individual dancers did well.
- Share performance photos or a short video highlight with your dance families. It gives dancers a chance to relive the experience and shows parents you appreciate what they witnessed.
- For younger dancers especially, a certificate or handwritten note from their teacher is something they’ll treasure.
- Run a fun, low-key class in the week after the performance. Let dancers request a song or play a dance game.
Collecting feedback for next time
Every performance teaches you something. You’ll want to capture those lessons while they’re fresh in your mind.
Follow these best practices for collecting feedback:
- Send a survey to dance parents within a week of the performance. You can use a tool like Typeform or SurveyMonkey.
- Hold a staff and volunteer debrief.
- Keep a running “notes for next time” document, and update it immediately after the show.
- Ask your senior dancers or student leaders for their perspective, too.
- Store all feedback in one place so it’s easy to reference when planning the next performance.
Frequently Asked Questions
Still have questions about dance and performance? Here are your answers.
How do you prepare dancers for a recital?
If you are preparing dancers for a recital, get started about 8 weeks out. Choreo should be locked in by then, and you should have the costumes ordered.
From there, you can perform full run-throughs, followed by dress rehearsals. Finally, sort out all the day-of logistics so no one is stressed or confused at the last minute.
How can dancers calm nerves before a performance?
A structured warm-up is a great tool. Physical movement combined with breathing exercises helps settle the nervous system. Teach dancers a simple breathing pattern, like 4 counts in and 4 counts out.
What should dancers do the day of a performance?
On the day of performance, dancers should arrive on time. Their makeup should be done. Same with their hair. They should have everything they need packed in their costume bag.
Ideally, they’ll be hydrated and fueled, ready to perform their best. They should be well-rested, too, and be working on calming their nerves with gentle warm-ups and breathing exercises.
Conclusion
Getting ready for a performance is exciting and nerve-wracking all at once. There are so many things to do, decisions to make, roles to cast, and logistics to iron out.
But when you see your students lighting up the stage and delighting the audience, well, it’s all worthwhile.
Get ahead with our performance preparation tips. Get started now:
- Pick your next performance date. Count back 8 weeks. That’s your choreography lock date.
- Write a list of every role you needed backstage at your last show. Next to each one, write the name of the person who filled it.
- Choose one parent communication you’d send earlier next time. Draft it and save it as a template.
