What to Buy for a Dance Concert

A dance concert needs more than a stage and speakers. You’ll be serving drinks and snacks, checking in visitors, supporting performers and keeping cables, lighting and refreshments organised. This shopping list covers the practical items that are easy to overlook, from reusable glasses and serving tongs to cable reels, wristbands and backup flashlights. Use your expected attendance to set quantities, then check stock before shopping so you are not buying essentials on the event day.

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What to bring

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

Furniture

Bar stoolsqty 12
Tablesqty 10
Chairsqty 100
Coat racksqty 4
Foldable tablesqty 4
Bollardsqty 8

Equipment

Speakersqty 4
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music laptop
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10
Headphonesqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Flashlightsqty 4

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Corkscrewsqty 2
Bottle openersqty 4
Cutting boardsqty 4
Chef's cutleryqty 4
Ice packsqty 16

Decorations

Fabric backdropsqty 3
Balloon archesqty 2
Tableclothsqty 10
Plantsqty 8
Program standsqty 4
Directional signsqty 8
Chalkboardsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Waste binsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 12 kilograms
- Baguettes - 12 pieces
- Mini raisin buns - 80 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Arugula - 500 grams
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Olives - 1 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Mixed nuts - 2 kilograms
- Popcorn - 3 kilograms
- Cookies - 6 packs
- Brownies - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet biscuits - 4 packs
- Gluten-free bread - 4 loaves
- Vegan wraps - 40 pieces
- Vegan cheese - 500 grams
- Allergen labels - 100 pieces

Tips

Plan around 2–3 drinks per person for the first hour, then about 1 drink per person per additional hour. Add at least 10% extra cups or reusable glasses for breakage, returns and unexpected guests.
Provide at least 1 serving plate and 1 pair of serving tongs for each snack station. Keep dietary-label cards or signs beside the food so guests can identify options without stopping the catering team.
Allow 1 chair for every seated guest and add 5–10% spare seating if the venue has room. Coat racks, tables and bar stools are often forgotten because they are not part of the stage setup.
Count every audio connection before shopping: allow 1 suitable cable per microphone, DI box and playback source, plus at least 2 spare audio cables. Bring cable reels, power strips and gaffer tape or another safe cable-fixing solution.
Prepare a small backup kit for the venue: at least 2 flashlights, spare batteries, 1 extra power strip and a charged music laptop with the final files. Test microphones, mixer, speakers and LED spotlights before doors open, not during the first performance.

Frequently asked questions

How many drinks should I buy for a dance concert?: Plan for 2–3 drinks per person during the first hour and about 1 drink per person for each hour after that. Add 10% extra for performers, volunteers and last-minute guests, then chill the first batch before doors open.
How many cups and plates do I need for a dance concert?: Use at least 2 reusable glasses per expected guest if you have a return-and-wash system, or 3 per guest if washing during the event is difficult. For snacks, provide 1 plate and 1 cutlery set per guest, plus 10% spare stock.
What technical equipment do I need for a dance concert?: Prepare speakers, a mixer, microphones, microphone stands, DI boxes, a music laptop, headphones and compatible audio cables. Count connections at least 3 days before the concert and keep 2 spare cables and 1 spare power strip available.
When should I buy and prepare supplies for a dance concert?: Check your stock 7 days before the concert and complete the main shopping at least 2–3 days ahead. Buy or collect chilled drinks no later than the day before, and test sound, lighting and playback equipment before the venue opens.

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