What you need for a birthday dance night

A birthday dance night needs more than drinks and a cake. You will need enough tableware for the buffet, welcome drinks and cake, plus a clear setup for chilled drinks, snacks and cold platters. Check sound equipment and extension cords before shopping, because missing cables are harder to replace on the day. Use your guest count to scale food, drinks and disposable supplies, and arrange borrowed furniture and equipment at least one week ahead.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 42
Coat rack
Stoolsqty 4

Tableware

Glassesqty 50
Wine glassesqty 30
Coffee cupsqty 30
Platesqty 50
Cake platesqty 45
Cutlery setsqty 50
Serving spoonsqty 8
Scissorsqty 2

Equipment

Speakersqty 2
Music player
Microphone
Extension cordsqty 4
Power stripsqty 3
Coolersqty 3
Ice cube traysqty 3

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Serving plattersqty 8
Serving trays with lidsqty 4
Coffee maker
Kettlesqty 2
Cake knife
Thermos flasksqty 3

Decorations

Balloonsqty 80
Buntingqty 8
Tableclothsqty 6
Vasesqty 6

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Broom
Dustpan and brush
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 3

Catering

Groceries
- Small soft rolls - 50 pieces
- Baguettes - 4 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 750 grams
- Hummus - 4 tubs
- Herb cream cheese - 4 tubs
- Egg salad - 3 tubs
- Chicken salad - 3 tubs
- Arugula - 4 bags
- Iceberg lettuce - 3 heads
- Tomatoes - 2 kilograms
- Cucumbers - 4 pieces
- Bell peppers - 8 pieces
- Red onions - 6 pieces
- Pickles - 2 jars
- Olives - 3 jars
- Grapes - 2 kilogram
- Apples - 3 kilograms
- Bananas - 2 kilograms
- Strawberries - 1 kilogram
- Plain chips - 5 bags
- Paprika chips - 5 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Salted crackers - 4 packs
- Toasts - 4 packs
- Brie - 500 grams
- Herb cream cheese - 500 grams
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Sweet chili sauce - 1 bottle
- Mustard - 1 jar
- Birthday cake - 1 cake for 45 people
- Whipped cream - 4 cans
- Birthday candles - 1 set
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 bottles
- Orange juice - 3 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 six-packs
- Red wine - 6 bottles
- White wine - 6 bottles
- Prosecco - 4 bottles
- Lemons - 8 pieces
- Fresh mint - 3 bunches
- Cocktail sticks - 2 boxes
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Chill drinks the day before and keep a separate cooler for bottles that still need to be cold.
For a buffet, allow 5 to 7 savoury snack or platter portions per guest, plus cake. Buy extra serving spoons, platters and trays with lids so food can be replenished without leaving everything uncovered.
Count tableware by guest, then add at least 10% spare pieces. Include separate glasses for welcome drinks and wine, cake plates, coffee cups, cutlery sets and serving utensils.
Check every speaker, music player, microphone, power strip and extension cord at least 48 hours before the party. Keep the dance floor clear and run cables along the edge so guests do not trip.
Arrange the cake knife, cake plates, coffee maker, kettles and thermos flasks before the event starts. Balloons, bunting and tablecloths are easy to forget when shopping, so pack them in one labelled decoration box.

Frequently asked questions

How many drinks do I need for a birthday dance night?: Plan for two to three drinks per guest during the first hour and one to two per guest for every hour after that. Add non-alcoholic options and chill the first batch at least 12 hours in advance.
How much food should I buy for a birthday dance night?: Allow 5 to 7 savoury portions per guest for snacks and cold platters, plus one cake serving per person. Add around 10% extra if guests will be dancing for several hours or if there is no full meal.
How many plates and glasses do I need for a birthday dance night?: Start with one set per guest and add 10% spare tableware. For 30 guests, that means at least 33 plates, cake plates, cutlery sets and main drinking glasses, with extra wine glasses if wine is served.
When should I check the sound equipment for the party?: Test the speakers, music player, microphone, extension cords and power strips at least 48 hours before the event. Do a second sound check when the room is set up, because furniture and decorations can change the acoustics.

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