What to Buy for a Dance Afternoon

A dance afternoon needs more than music and a clear floor. Plan drinks and snacks for the full programme, plus enough glasses, plates and serving utensils for the buffet. Coffee supplies are easy to overlook, especially when the event runs through the afternoon. Check power, lighting and cleaning items before shopping so setup does not depend on a last-minute trip.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothing rack
Waste binsqty 5

Tableware

Glassesqty 80
Coffee cupsqty 40
Platesqty 80
Knivesqty 40
Forksqty 80
Serving spoonsqty 6

Equipment

Active speakersqty 2
Mixer
Microphone
Laptop
Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Welcome sign

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Coffee biscuits - 4 packs
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 8 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Mixed nuts - 3 bags
- Salted breadsticks - 4 packs
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Baguettes - 8 pieces
- White sandwich bread - 4 loaves
- Multigrain bread - 4 loaves
- Young cheese - 2 kilos
- Back ham - 1.5 kilos
- Hummus - 6 tubs
- Herb butter - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 3 bottles

Tips

Plan about 2 to 3 drinks per person for the first hour, then 1 to 2 drinks per person for each additional hour. Include water as well as other drinks, and chill them before guests arrive.
Allow roughly 3 to 5 snack portions per guest if snacks replace a meal, or 2 to 3 portions for a shorter afternoon. Buy a small extra margin for late arrivals and volunteers.
Count tableware by guest numbers, then add at least 10% extra. Plates, forks, glasses and coffee cups are commonly used more than once during a dance afternoon.
Check the music setup before shopping day: the laptop, mixer, active speakers, microphone, extension cords and power strips must work together and reach the available power points.
Prepare cleaning supplies before setup starts. Keep waste bins, buckets, a mop, and a broom with dustpan accessible throughout the event rather than storing them behind the buffet.

Frequently asked questions

How many drinks do I need for a dance afternoon?: Plan 2 to 3 drinks per person for the first hour and 1 to 2 per person for every hour after that. Include water and keep an extra 10% available for unexpected guests or warm rooms.
How much food should I buy for a dance afternoon?: For snacks only, allow 2 to 3 portions per guest. If the afternoon overlaps with a meal, increase this to about 3 to 5 portions per guest and include options for the dietary requirements collected during registration.
How many glasses and plates do I need?: Start with one glass and one plate per guest, then add at least 10% extra. For 50 guests, that means at least 55 glasses and 55 plates, plus enough forks, knives and serving spoons for the buffet.
When should I buy and chill the drinks?: Buy drinks 1 to 2 days before the dance afternoon so quantities can still be adjusted. Move them into coolers or a refrigerator at least 4 hours before guests arrive.

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