What you need for a dance club open day

A dance club open day needs more than music and a room. You’ll need supplies for registration, workshops, demonstrations, refreshments and the evening dance session. This checklist covers the practical items to buy or bring, from reusable cups and serving bowls to active speakers, extension cords, dance mats and name badges. Check what the venue already has before shopping, especially tables, chairs, power equipment and kitchen supplies.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Registration desk
High tablesqty 6
Coat racksqty 4

Tableware

Reusable drinking glassesqty 120
Reusable coffee cupsqty 60
Reusable platesqty 120
Reusable cutleryqty 120
Serving bowlsqty 12
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 6

Equipment

Active speakersqty 2
Mixer
Microphoneqty 2
Laptop
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4

Sports equipment

Dance matsqty 30
Towelsqty 40
Water bottlesqty 40

Decorations

Balloonsqty 100
Buntingqty 10
Tapeqty 6
Name badgesqty 120
Pensqty 20
Program leafletsqty 120
Direction signsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Bottle openersqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Toilet brushesqty 4

Lighting

LED light stringsqty 6
Standing lampsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 kilograms
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Arugula - 8 bags
- Butter - 2 packs
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilogram
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Cookies - 8 packs
- Brownies - 4 boxes
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- All-purpose cleaner - 3 bottles
- Floor cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 6 bottles

Tips

Prepare registration supplies at least 2–3 days ahead: name badges, pens, printed registration lists, program leaflets and direction signs should be ready together, not collected at the last minute.
Plan refreshments by attendance. For the first hour, allow about 2–3 drinks per person, then add water, coffee and snacks for the remainder of the open day.
Check the sound setup at least 1 day before the event. Match the mixer, microphone, laptop and active speakers, and bring extension cords, power strips and charging cables.
For workshops, prepare one dance mat and one water bottle per active participant where possible, plus towels for shared equipment and quick clean-ups between sessions.
Set out serving bowls, platters, pitchers and reusable tableware before doors open. Keep a separate supply at the registration and refreshment areas so queues do not block arrivals.

Frequently asked questions

What do I need to buy for a dance club open day?: Plan supplies for four areas: registration, refreshments, workshops and sound. That usually means badges and pens, printed leaflets and signs, reusable glasses and plates, snacks and drinks, dance mats, towels, water bottles, and the listed audio equipment.
How many drinks should I buy for a dance club open day?: Allow 2–3 drinks per person for the first hour, then estimate roughly 1 drink per person for each additional hour. Include extra water for workshops and demonstrations, especially when participants will be dancing actively.
When should I prepare the shopping for a dance club open day?: Check existing stock 5–7 days beforehand and complete the main shopping 2–3 days before the event. Buy fresh snacks and fill coolers on the day, leaving enough time to set up the refreshment area before registration starts.
What sound equipment is needed for a dance club open day?: Prepare active speakers, a mixer, a microphone and a laptop, plus extension cords and power strips. Test every connection at least 1 day before the event and bring charging cables for the laptop and other devices.

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.