What to Buy for a Dance Afternoon

A dance afternoon needs more than music and an open floor. Plan drinks, coffee, snacks and serving items for the full guest list, then check that the sound setup can reach every part of the room. You will also need practical supplies for registration, name badges, programs, decorations and waste. Buy or borrow items early, especially speakers, microphones, coffee machines, tables and chairs, because these are easy to overlook and harder to replace at short notice.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Buffet tablesqty 2
Clothes racksqty 2
Tableclothsqty 8

Tableware

Coffee cupsqty 70
Water glassesqty 70
Pastry platesqty 70
Forksqty 70
Teaspoonsqty 70
Serving plattersqty 8
Serving tongsqty 4
Pitchersqty 6

Equipment

Speakersqty 2
Music player
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Bottle openersqty 2

Decorations

Party buntingqty 4
Balloonsqty 80
Table decorationsqty 8
Name badgesqty 60
Program standsqty 6

Lighting

LED lampsqty 4

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 2 liter
- Lactose-free milk - 2 liters
- Sugar - 2 kilograms
- Mints - 1 box
- Still water - 72 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Lemonade syrup - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 8 kilograms
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Hummus - 1 kilogram
- Strawberry jam - 3 jars
- White bread - 8 loaves
- Whole grain bread - 4 loaves
- Soft rolls - 60 pieces
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted crackers - 6 packs
- Butter cookies - 6 packs
- Stroopwafels - 4 packs
- Cake - 6 pieces
- Unsalted nuts - 2 kilogram
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Hand soap - 3 bottles
- Toilet paper - 24 rolls

Tips

Plan two to three drinks per person for the first hour, then one to two for each additional hour. Include water alongside chilled drinks and have pitchers ready for easy serving.
Allow one coffee cup, water glass, pastry plate, fork and teaspoon per guest, plus about 10% extra. That gives you a buffer when items are dropped, misplaced or used twice.
Check the sound equipment at least one week before the dance afternoon. Test the music player, speakers, microphones, stands, extension cords and power strips together in the actual room.
Buy or borrow decorations and lighting before the final setup day. Party bunting, balloons, table decorations and LED lamps should be ready before tables, buffet tables and chairs are arranged.
Prepare a simple serving and cleanup station: serving platters, tongs, pitchers, bottle openers and waste bins. Put the bins where guests can see them, not behind the buffet table.

Frequently asked questions

What drinks do I need for a dance afternoon?: For the first hour, plan two to three drinks per person, including water. For each additional hour, allow one to two more drinks per person, and chill them at least 4 hours before guests arrive.
How many cups and glasses should I buy for a dance afternoon?: Provide one coffee cup and one water glass per guest, then add about 10% extra. For 50 guests, that means at least 55 coffee cups and 55 water glasses.
When should I test the music and microphones?: Test the complete sound setup 7 days before the event, then do a short check again on the day. This leaves time to replace a cable, microphone or power strip before guests arrive.
How much extra tableware should I have?: Keep 10% extra plates, cups, glasses, forks and teaspoons available. For 40 guests, prepare at least 44 of each item that guests are likely to use.

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