Recital season is exciting, emotional, and yes—let’s be honest—a little overwhelming. It’s the culmination of an entire season’s worth of work, the moment dancers dream about and parents plan around. As a studio owner, you’re not just running a show; you’re managing dozens (or hundreds) of moving parts behind the scenes.
Whether it’s your first recital or your fifteenth, this checklist is your go-to guide to make sure nothing falls through the cracks in those final few weeks. From tech rehearsals to ticketing, costuming to communication, we’ve got every angle covered.
Let’s dive into the ultimate recital countdown checklist so you can breathe easy, stay organized, and deliver the kind of polished, magical experience your studio is known for.
4–6 Weeks Before Recital: Lock It In
At this point, you’re in execution mode. Most of the planning and ordering of costumes and merch has been done—but now it’s time to finalize the details and begin communicating clearly with your team and families.
- Confirm All Venue Details
- Double-check your rental agreement.
- Reconfirm the date, time, access hours, dressing rooms, and tech run availability.
- Ensure insurance certificates and payments are submitted.
- Finalize Show Order
- Balance your show flow to avoid large gaps or back-to-back numbers for students in multiple routines.
- Build in natural breaks for younger performers and quick changes.
- Share the show order with staff and keep a working copy for internal use in case of changes.
- Confirm Costume Status
- All costumes should be in-hand and organized.
- Steam, tag, and label every item. Studio Owner Tip: Use peel and stick printer labels to put hair, make-up, tights, shoe, rehearsal times and arrival times right on the garment bag for an extra reminder for parents.
- Have backup supplies on hand: extra tights, hair pieces, safety pins, sewing kits, double-sided tape.
- Print and Proof the Program
- Include show order, dancer names (double-check spelling!), teacher recognition, sponsors, and shout-outs.
- Review with a second set of eyes before going to print.
- Launch Ticket Sales
- Open your ticketing system and send a clear communication to families.
- Include purchase instructions, seating policies, and limits per family (if applicable).
- Decide whether tickets are digital, physical, or will-call.
- Schedule & Communicate Picture Day
- Book your photographer and set a schedule by class.
- Remind parents of costume, hair, and makeup details.
- Provide a photo order form or link for pre-purchase.
2–3 Weeks Before Recital: Get Families on Board
Now it’s time to over-communicate. Families need to feel prepared, informed, and excited.
- Send Your Recital Information Package Include:
- Date, time, venue address, and arrival times
- Hair/makeup instructions (be specific!)
- Costume checklists
- Where and when to drop off dancers
- Dismissal procedures
- What to bring (water, snacks, etc.)
- Where parents can and cannot go (e.g. backstage access)
- Finalize and Distribute Music to Tech Crew
- Label all files with act number, title, and class.
- Test every track for quality and timing.
- Create a show cue sheet with lighting and music notes.
- Organize Backstage Helpers & Volunteers
- Assign team members to dressing rooms and quick-change areas.
- Schedule volunteers for jobs like ushering, merchandise, flowers, and ticket scanning.
- Host a short volunteer orientation or send out a training email/video.
- Prepare Recital Merchandise & Extras
- Set up pre-orders for branded gear, flowers, or recital DVDs/downloads.
- Order signage, banners, or photo backdrops to elevate the experience. Studio Owner Tip: create re-usable signs for change rooms and other important areas that can be laminated or printed on quality materials to avoid having to make them every year.
- Promote these add-ons through social media and email blasts.
1 Week Before Recital: Rehearse & Refine
This is your prep and polish week. Every detail counts.
- Host Dress Rehearsal(s)
- Walk dancers through entrances, exits, and transitions.
- Practice in costume if possible, especially for younger classes.
- Focus on spacing, stage confidence, and timing over perfection.
- Assign class line leaders and helpers as needed.
- Create Your Backstage Binder
- Print a master show order, attendance lists, cue sheets, and emergency contact info. Studio Owner Tip: If possible include a photo of the dancer beside their name and photos of the class costume to help volunteers know who and which class they are looking for at line-up time.
- Include maps of dressing room assignments and quick change charts.
- Keep this in a binder or digital folder accessible to all staff and volunteers.
- Walk Through Tech with Venue Staff
- Run a cue-to-cue rehearsal if time allows.
- Check lighting presets, spotlights, and audio playback.
- Test microphones for intros, awards, or announcements.
- Prep Dressing Room Kits
- Stock each room with: tape, scissors, first-aid, stain remover, lint roller, safety pins, bobby pins, extra tights, hand sanitizer, and water.
- Consider a “parent helper survival kit” with treats and a thank-you note.
48–72 Hours Before: Final Checks
This is when things get real. Stay focused and lean into your organization.
- Send Final Reminder to Parents
- Include arrival times, parking info, ticket pickup details, and what to bring.
- Attach a “Recital Day Checklist” for each dancer.
- Reiterate costume and makeup instructions.
- Pack Your Show Day Essentials Studio Owner Emergency Kit:
- Extra music files on a USB
- Copies of show order, program, and cue sheets
- Cash float for merch/flowers
- Water, snacks, comfortable shoes
- Chargers for your phone/iPad
- A clipboard, pens, highlighters
- Confirm Everyone’s Roles
- Triple-check all assignments for staff and volunteers.
- Confirm arrival times and responsibilities.
- Create a quick contact list in case someone’s late or absent.
Recital Day: Show Time!
Your job now is to lead with calm energy and bring the magic.
- Arrive Early
- Give yourself extra time to walk the venue, test systems, and settle in before the team arrives.
- Set the Tone
- Greet your team with energy and encouragement.
- Smile and welcome every dancer and family you see.
- Keep a problem-solving mindset, not a panic mindset.
- Be the Glue
- Check in on every department: backstage, front of house, tech booth.
- Solve issues quietly, praise often, and keep the energy up.
- Trust your prep—you’ve done the work.
After the Recital: Don’t Forget This Part
The curtain’s closed, but your job isn’t over.
Thank Your Team
- Send thank-you messages to staff, volunteers, and helpers.
- Give shout-outs on social media or in your newsletter.
- Consider small tokens of appreciation like gift cards, candles, or studio merch.
- Follow Up with Families
- Send a post-recital email with:
- A thank-you message
- Photo gallery or download link
- Recap video or social media highlights
- Upcoming summer/fall registration info
- Review What Worked (And What Didn’t)
- Meet with your team to debrief:
- What ran smoothly?
- What could be improved next year?
- Were there any parent complaints or rave reviews?
Organize & Archive
- File away show orders, volunteer lists, and cue sheets.
- Store or donate leftover costumes and supplies.
- Create a Recital Folder for the year with notes, photos, and checklists for next time.
Bonus Tips for a Standout Experience
✨ Add Special Touches
- Have dancers sign a “Recital Memory Wall” backstage.
- Create personalized awards or certificates.
- Set up a branded photo booth for families.
🎉 Celebrate the Journey
- Remember that the recital isn’t just about performance—it’s about growth, confidence, and joy.
- Celebrate your students and all they’ve accomplished this year.
📸 Use the Moment to Market
- Capture behind-the-scenes photos and videos.
- Post social content and save it for future promotions.
- Encourage families to tag your studio and share their favorite moments.
Final Thoughts
Recital season is a whirlwind, but it’s also one of the most rewarding times of the year. With the right systems in place—and this checklist as your guide—you can avoid the chaos and focus on the magic.
Your dancers have worked hard. Their families have supported them. Now it’s your turn to shine as the leader who brings it all together.
Let the countdown begin—and may this year’s recital be your best one yet. 💫