Dance competition shopping list

A dance competition needs more than a dance floor and music. You will need practical supplies for registration, judging, changing areas, catering, lighting and a reliable backup for the music. Plan drinks and snacks around the number of participants, judges and spectators, then check power, cables and serving items before shopping. This list helps you prepare the venue without discovering on competition day that you are missing microphone batteries, extension cords, bib numbers or enough cups.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Judges' table
Registration desk
Clothes racksqty 4
Changing room screensqty 6
Bollardsqty 12
Coat racksqty 2

Sports equipment

Dance floor panelsqty 24
Non-slip matsqty 12
Bib numbersqty 120
Conesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Music laptop
Backup music player
Laptop chargerqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 6
Gaffer tapeqty 4
USB sticksqty 3

Lighting

LED spotlightsqty 6
String lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Pouring jugsqty 8
Coffee potsqty 3

Kitchen

Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Pliersqty 6
Ice cube traysqty 6

Decorations

Balloonsqty 150
Balloon archesqty 2
Stage drapesqty 4
Tableclothsqty 12
Bannersqty 6
Number signsqty 20
Prizes and trophiesqty 30
Medal setsqty 60
Ribbonsqty 6
Photo backdrop

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Mandarins - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Popcorn - 5 bags
- Rice cakes - 6 packs
- Nut mix - 4 bags
- Allergen-free crackers - 4 packs
- Mini bread rolls - 120 pieces
- Whole grain bread - 8 loaves
- Wraps - 6 packs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Peanut butter - 3 jars
- Jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Lettuce - 8 heads
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Cupcakes - 120 pieces
- Cookies - 10 packs
- Muesli bars - 120 pieces
- Donuts - 60 pieces
- Napkins - 600 pieces
- Stirrers - 300 pieces
- Teaspoons - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 4 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Cleaning

Floor mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Waste binsqty 10
Pedal binsqty 4

Other

Pensqty 30
Clipboardsqty 20
Notepadsqty 12
Printer paperqty 500
Printer
Calculatorsqty 4
Wristbandsqty 180
Arrow stickersqty 30
Name stickersqty 180
First aid kit
Flashlightsqty 3
Handbagsqty 2

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as other drinks, especially for dancers waiting backstage or between rounds.
Count participants, judges, staff and spectators separately before buying snacks. Allow at least two snack portions per person and order or buy catering only after dietary requirements have been collected.
Bring two copies of the competition music: keep the main files on the music laptop and store the backup on a USB stick or backup music player. Charge the laptop and backup device the day before.
Test the dance floor panels, non-slip mats, speakers, mixer and wireless microphones in the venue at least 24 hours before opening. Pack extension cords, power strips and gaffer tape together so the sound and lighting setup can be secured safely.
Prepare the registration desk with bib numbers, the start list, printed programmes and spare pens before doors open. Keep clothes racks, coat racks and changing-room screens in separate labelled groups so setup does not delay registration.

Frequently asked questions

How many drinks do I need for a dance competition?: Allow two to three drinks per person during the first hour, followed by one drink per person for every additional hour. Count dancers, judges, staff and spectators, and keep extra water available near the dance floor.
What food should I buy for a dance competition?: Plan at least two snack portions per attendee, with separate options for the dietary requirements collected during registration. Buy packaged or easy-to-serve food that can be prepared before the venue opens, rather than relying on last-minute cooking.
When should I test the sound equipment for a dance competition?: Test the speakers, mixer, microphones and music laptop at least 24 hours before the competition. Test the backup music player and USB copy at the same time, then charge every device overnight.
How many bib numbers and programmes do I need?: Prepare one bib number for every registered participant and print at least one programme per participant, judge and staff member, plus 10% extra for late changes or visitors. Finalise the quantities after registration closes and the start list is confirmed.

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