The first item on a fundraiser dance checklist list should be securing all necessary permissions from the building administrator and getting a copy of school policies for emergencies, guidelines on liability for damage, and behavioral expectations and reporting rules. Violating school policies could prevent future use of the building and leave volunteers unprepared should a fight or illness occur.
Make a list of information needed to include on a flier about the dance. Include the admission price, pickup time and procedure, and note whether concessions will be sold during the dance. Make copies of the fliers and coordinate distribution to student homerooms with the school secretary.
During a dance fundraiser meeting with volunteers, list the types of tasks needed before, during and after the dance. Ask each volunteer to sign up for a task, to alleviate confusion during the event. Typically tickets will need to be sold, a concession stand organized, chaperons approved, student pickup monitored and the facility cleaned up once the dance ends. If the dance is held in a school cafeteria, you will need at least six people to move the tables and chairs before and after the event.
Regardless of whether food and soft drinks will be sold during the dance, a cash box and start-up change will be needed as students arrive. If a concession stand is organized, make signs telling students what items are available and their prices. Network with other groups that have held dances to help determine how much of each item to purchase for the event.
Music for the dance will require either hiring a disc jockey or band or using the school's sound system to play CDs. Learn how to operate the sound system before the dance and use only music that meets the school's approval. Students typically offer to share their music for dances, but songs with objectionable lyrics may violate school policies. Listen to CDs in advance to prevent problems during the event.