What you need for a country dance evening

A country dance evening needs more than a clear dance floor and a playlist. Your shopping list also has to cover drinks, coffee, snacks, serving items, registration, sound and a few practical details guests notice quickly. Plan tableware for every registered guest plus a small buffer, and check the venue’s furniture and power supply before buying or hiring anything. The list below keeps the focus on what must be ready before doors open.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Clothes racksqty 2
Waste binsqty 4

Tableware

Platesqty 80
Bowlsqty 70
Coffee cupsqty 70
Drinking glassesqty 100
Cutlery setsqty 80
Serving plattersqty 8
Serving traysqty 4

Equipment

Active speakersqty 2
Audio mixer
Music player
Wireless microphone
Extension cordsqty 3
Power stripsqty 4
Coolersqty 3
Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 6
Pliersqty 4
Bottle openersqty 3

Decorations

Country flagsqty 6
Tableclothsqty 8
Welcome sign
Program board
Name badge holdersqty 70

Lighting

String lightsqty 4
LED lightsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Catering

Groceries
- White rolls - 80 pieces
- Multigrain bread rolls - 40 pieces
- Butter - 500 grams
- Young cheese - 2 kilograms
- Back ham - 1,5 kilogram
- Hummus - 1 kilogram
- Strawberry jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Iceberg lettuce - 4 heads
- Mayonnaise - 1 bottle
- Mustard - 2 jars
- Ketchup - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted pretzels - 3 bags
- Cheese cookies - 3 packs
- Butter cookies - 4 packs
- Apples - 40 pieces
- Grapes - 3 kilograms
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Coffee creamer - 2 bottles
- Granulated sugar - 1 kilogram
- Mints - 1 box
- Spa Blue - 60 bottles
- Spa Rood - 24 small bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemonade syrup - 2 bottles
- Ice cubes - 10 kilograms
- Paper napkins - 250 pieces
- Parchment paper - 1 roll
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Large trash bags - 40 pieces
- Small trash bags - 20 pieces

Tips

Plan plates, bowls, cups, glasses and cutlery for the full guest count, then add roughly 10% extra. This covers breakages, second servings and late arrivals without creating a shortage.
For drinks, allow two to three drinks per person during the first hour and about one drink per person for each later hour. Chill the first batch in advance and keep a separate supply ready for refills.
Count serving platters, trays and spoons against the number of snack stations, not just the number of guests. One serving point usually needs at least one tray and one serving utensil so queues do not form.
Check the sound setup before shopping or collecting rentals: active speakers, mixer, music player, microphone, extension cords and power strips must work together. Test every cable in the venue at least one hour before guests arrive.
Buy or prepare name badges, the welcome sign and the program board before the day itself. Put flags and tablecloths with the décor, so they are not forgotten while tables and chairs are being set up.

Frequently asked questions

How much tableware do I need for a country dance evening?: Start with one plate, bowl, coffee cup, drinking glass and cutlery set per registered guest, then add 10% extra. For 40 guests, that means planning for about 44 place settings.
How many drinks should I buy for a country dance evening?: Budget two to three drinks per person for the first hour, then one drink per person for every additional hour. For a three-hour evening with 40 guests, plan for roughly 160 to 200 drinks, depending on the audience and serving sizes.
When should I chill the drinks?: Chill the first drinks at least 4 hours before the event, or overnight when possible. Keep coolers ready before the venue opens so warm bottles do not delay service.
How early should I check the sound equipment?: Test the speakers, mixer, music player, microphone and all cables at least 1 hour before guests arrive. Keep spare extension cords and power strips available, and confirm that the dance floor remains free of cables.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.