Dance Congress Shopping List

A dance congress needs more than music and a room. You will need drinks, tableware, workshop equipment, presentation supplies and reliable registration materials for several groups moving through the day. Plan water for every participant, plus extra cups, towels and spare batteries before the first workshop starts. This checklist helps you shop for the physical items behind the programme, from dance mats and microphones to plates, coffee cups and power cables.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
Buffet tablesqty 4
Clothes racksqty 3
Bollardsqty 6

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Power stripsqty 8
Extension cordsqty 8
USB sticksqty 3

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Spare batteriesqty 24

Sports equipment

Dance matsqty 30
Yoga matsqty 40
Stretch bandsqty 30
Dance polesqty 20
Towelsqty 40
Water bottlesqty 120

Tableware

Reusable cupsqty 180
Wine glassesqty 100
Coffee cupsqty 100
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving tongsqty 10
Coffee potsqty 6
Water jugsqty 12

Kitchen

Cutting boardsqty 4
Chef assistantsqty 4
Kitchen knivesqty 6
Coolersqty 6
Thermos flasksqty 6
Food warmersqty 6
Bottle openersqty 4

Decorations

Stage backdrop
Balloonsqty 100
Tableclothsqty 16
Table décorqty 12
Name badge holdersqty 120
Directional signsqty 12
Program postersqty 20
Tapeqty 6
Cable tiesqty 100
Scissorsqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 8
Disinfectant sprayqty 6

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 250 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 250 pieces
- Lemon slices - 4 kilograms
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Sandwiches - 140 pieces
- Whole grain bread - 8 loaves
- Croissants - 120 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 3 kilograms
- Peanut butter - 2 kilograms
- Strawberry jam - 2 kilograms
- Cucumber - 6 kilograms
- Tomatoes - 6 kilograms
- Lettuce - 12 heads
- Red onion - 2 kilograms
- Bell peppers - 4 kilograms
- Carrots - 4 kilograms
- Grapes - 8 kilograms
- Apples - 120 pieces
- Bananas - 100 pieces
- Oranges - 80 pieces
- Muesli bars - 140 pieces
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Rice snacks - 8 bags
- Mixed nuts - 4 kilograms
- Olives - 3 kilograms
- Wraps - 160 pieces
- Falafel - 8 kilogram
- Grilled chicken - 10 kilograms
- Rice - 8 kilograms
- Pasta - 6 kilograms
- Tomato sauce - 8 liters
- Pesto sauce - 3 kilograms
- Feta - 4 kilograms
- Grated cheese - 4 kilograms
- Chickpeas - 5 kilograms
- Corn - 4 kilograms
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Honey mustard sauce - 2 liters
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Italian herbs - 250 grams
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 80 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Bandages - 2 boxes

Tips

Plan at least one water bottle per participant for the day, plus a reserve supply for instructors and staff. If you use reusable cups instead, provide one clearly marked cup per person and extras at registration.
Prepare one name-badge pack per attendee, with at least 10% extra badges for late registrations or replacements. Keep pens and spare badge materials at the registration desk rather than in the main hall.
Match mats and workshop equipment to the room schedule, not just the total attendance. If two workshops run at the same time, count the dance mats, yoga mats, stretch bands or poles needed in both rooms.
Bring one complete presentation and sound backup kit: a laptop, USB stick, HDMI cable, power strip and extension cord. Pack spare batteries for wireless microphones and lighting before loading the equipment.
Order tableware against the confirmed catering numbers, then add roughly 10% extra plates, coffee cups and reusable cups. Put buffet tables and registration furniture in place early so catering and check-in do not compete for the same space.

Frequently asked questions

What should I buy for a dance congress?: Buy water bottles or reusable cups, catering tableware, name-badge supplies, towels and the equipment required for each workshop. Also prepare presentation and sound essentials such as HDMI cables, USB sticks, power strips and spare batteries.
How many cups and plates do I need for a dance congress?: Use the confirmed catering number as your baseline and add about 10% extra. For 100 participants, prepare at least 110 cups and 110 plates, adjusted for the number of coffee and buffet services.
How much water do I need for a dance congress?: Plan at least one bottle per participant for a full-day congress, plus 10% extra for instructors, staff and unexpected demand. For 100 participants, that means at least 110 bottles unless refill points are available.
What equipment should I bring for dance congress workshops?: Count the equipment per simultaneous workshop, including dance mats, yoga mats, stretch bands, dance poles and towels. Pack one backup set of essential cables and batteries, and check the equipment at least one day before the event.

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