What to buy for a ballroom dance competition

A ballroom dance competition needs more than a sound system and a dance floor. You need a clear setup for registration, judging, changing, music, scoring, and participant communication. This shopping list covers the equipment and venue supplies that are easy to overlook, from spare batteries and cable reels to clothes steamers and backup USB sticks. Use the number of competitors, judges, heats, and rooms to adjust quantities before placing orders.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Rectangular tablesqty 12
Chairsqty 120
Judges' table
Registration tablesqty 2
Coat racksqty 4
Dressing room racksqty 8
Waste binsqty 8
Party tentsqty 2

Equipment

Laptopqty 2
Printer
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 3
Cable reelsqty 3
Calculatorsqty 4
Wireless microphonesqty 2
Mobile phonesqty 4
Walkie-talkiesqty 6
Coolersqty 4
Clothes steamersqty 2
Glue gun
Vacuum cleanerqty 2
Air pumpsqty 2
Cash register

Lighting

LED spotlightsqty 8
Mood lightingqty 4
Battery lampsqty 6
Spare batteriesqty 24

Sound

Speakersqty 2
Mixer
Audio cablesqty 8
Microphone standsqty 2
Headphonesqty 2
Backup memory cardsqty 4

Decorations

Balloonsqty 150
Balloon archesqty 2
Tableclothsqty 14
Competition bannersqty 4
Directional signsqty 12
Flower arrangementsqty 6

Tableware

Wine glassesqty 100
Water glassesqty 120
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Pitchersqty 8
Coffee potsqty 4
Serving utensilsqty 12

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Thermos flasksqty 6
Ice packsqty 20
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Hand broomsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Toilet brushesqty 4

Competition equipment

Bib numbersqty 80
Safety pinsqty 200
Score sheetsqty 600
Clipboardsqty 25
Pensqty 60
Pencilsqty 30
Markersqty 12
Name badgesqty 40
Wristbandsqty 150
Certificatesqty 100
Medalsqty 30
Cupsqty 12
Prize envelopesqty 30

Catering

Groceries
- Coffee beans - 4 packs
- Decaffeinated coffee - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Tonic - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé wine - 8 bottles
- Red wine - 4 bottles
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 12 bags
- Mini water bottles - 120 pieces
- Coffee creamer cups - 200 pieces
- Stir sticks - 250 pieces
- Whole wheat baguettes - 8 pieces
- White baguettes - 8 pieces
- Mini sandwiches - 180 pieces
- Mini wraps - 120 pieces
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Pesto - 4 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 6 bunches
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Melons - 4 pieces
- Strawberries - 3 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Mixed nuts - 4 kilos
- Olives - 8 jars
- Pickles - 4 jars
- Rice crackers - 8 packs
- Mini cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Butter - 1 kilo
- Jam - 4 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Napkins - 1000 pieces
- Coffee filters - 200 pieces
- Trash bags - 100 pieces
- Pedal bin liners - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Dishwasher tablets - 100 pieces
- Hand soap - 8 bottles
- Paper towels - 12 packs

Tips

Plan one registration table for every 75–100 competitors, plus enough chairs for the registration team. Keep a printer, laptop, calculators, pens, paper, and at least two USB sticks at this area.
Set up a separate judges’ table with one chair per judge, plus one spare chair. Provide power strips, extension cords, and a cable reel so scoring and music equipment do not share one overloaded outlet.
Bring two copies of the music collection: keep the main files on the laptop and a backup on a separate USB stick. Test the speakers, mixer, wireless microphones, and every cable at least 24 hours before doors open.
Provide one clothes rack or dressing-room rack for each changing area, and place a clothes steamer nearby. A vacuum cleaner, glue gun, air pumps, and waste bins are useful for last-minute repairs and venue cleanup.
Prepare lighting for both the competition floor and practical areas. Keep battery lamps and spare batteries available in case a registration desk, corridor, or changing room loses power; allow at least two spare battery sets per lamp.

Frequently asked questions

How many chairs do I need for a ballroom dance competition?: Start with one chair per judge, one per registration worker, and one per competitor expected to wait outside the floor. Add 10% spare capacity, so 110 chairs covers a planned 100-seat requirement.
How many microphones and speakers are needed for a dance competition?: One wireless microphone is usually enough for announcements, but keep a second available if the presenter and floor manager need to communicate separately. Use at least two speakers positioned for even coverage and test them 24 hours before the competition.
When should I prepare the competition music and backup?: Collect and check all music at least 7 days before the event, then create the final playlist 48 hours before doors open. Store a complete backup on two separate USB sticks and test both on the playback laptop.
How many changing-room racks do I need?: Allow one rack for every 25–30 competitors using the same changing area. For 90 competitors, provide three or four racks, depending on how much costume space each dancer needs.

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