What to buy for a dance competition

A dance competition needs more than a clear schedule and a good playlist. This shopping list covers the practical setup for the competition floor, music desk, jury area, registration table, changing space and refreshments. Plan quantities from your confirmed participant and audience numbers, then check power, cables and backup media before event day. Small items such as cable mats, bib holders and serving tongs are easy to overlook but can cause delays when they are missing.

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What to bring

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

Furniture

Audience chairsqty 180
Foldable tablesqty 12
Jury tablesqty 3
Changing room benchesqty 8
Clothes racksqty 6
Bollardsqty 12

Sports equipment

Dance floor panelsqty 36
Bib holdersqty 40
Pilates matsqty 20
Jury table numbersqty 3
Stopwatchesqty 4
Clipboardsqty 8
Pen holdersqty 4
Trophiesqty 12
Medalsqty 40
Ribbonsqty 40
Scoreboard

Equipment

Sound system
Wireless microphonesqty 2
Music laptop
USB backup driveqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Laptop tablesqty 2

Lighting

LED work lightsqty 4
Mood lightingqty 6

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Bread basketsqty 6
Serving jugsqty 8

Decorations

Stage backdropsqty 2
Balloon archesqty 2
Tableclothsqty 12
Directional signsqty 10
Number signsqty 40

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 10

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 120 pieces
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 10 bottles
- Still mineral water - 16 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 3 kilos
- Mini cucumbers - 2 kilo
- Cherry tomatoes - 2 kilos
- Bell pepper strips - 2 kilo
- Carrots - 2 kilos
- Hummus - 12 tubs
- Garlic sauce - 4 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Salted popcorn - 6 bags
- Nut mix - 3 kilo
- Rice cakes - 8 packs
- Crackers - 8 packs
- Multigrain bread - 8 loaves
- White rolls - 80 pieces
- Whole grain buns - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Plain hummus - 2 kilos
- Jam - 3 jars
- Peanut butter - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Vegetarian wraps - 100 pieces
- Falafel - 4 kilos
- Yogurt dressing - 4 bottles
- Cookies - 10 packs
- Muffins - 100 pieces
- Muesli bars - 100 pieces
- Chocolate bars - 80 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Lactose-free milk - 4 liters
- Herbal tea - 40 bags
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Toilet cleaner - 4 bottles

Tips

Allow one audience chair per expected spectator, then add 5–10% spare capacity. Set up separate jury tables and enough foldable tables for registration, refreshments and awards.
Prepare the music desk with a music laptop, sound system, wireless microphones, extension cords, power strips and cable mats. Keep the USB backup drive with the checked music files and test the full setup at least 24 hours beforehand.
Measure the competition area before ordering or laying dance floor panels. Add bollards where queues, cables or restricted areas need a clear boundary, and check the floor again before participants arrive.
For refreshments, plan at least 2 reusable drinking glasses per person for a half-day event, plus coffee cups and tea glasses if hot drinks are served. Chill drinks in coolers and fill ice cube trays the day before.
Set aside a clearly labelled awards table with prizes and medals, and prepare bib holders before registration opens. Put LED work lights near backstage and changing areas; mood lighting should never replace safe working light.

Frequently asked questions

What equipment do I need for a dance competition?: At minimum, plan dance floor panels, a sound system, a music laptop, a USB backup drive, wireless microphones and safe cable management. Add jury tables, audience chairs, registration tables, lighting and changing-room furniture based on your confirmed numbers.
How many chairs do I need for a dance competition?: Provide one audience chair for each expected spectator and keep 5–10% extra chairs available. Count jury and staff seating separately rather than taking those chairs from the audience allocation.
How much drinking equipment is needed for a dance competition?: For a half-day event, allow at least 2 reusable drinking glasses per attendee, including participants, staff and spectators using refreshments. Add coffee cups, tea glasses, plates and cutlery according to the number of people you expect to serve.
When should I prepare the music and technical equipment?: Collect and check all music files at least 24 hours before the competition. Test the laptop, sound system, microphones, backup drive, power strips and cables in the actual venue, and keep spare connection time on event morning.

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