What to buy for a dance demonstration

A dance demonstration needs more than music and a clear floor. You will need food and drinks for guests and performers, reliable audio equipment, lighting, signage and practical items for changing areas, registration and cleanup. Buy or gather technical backups before the event, not during setup. This checklist helps you cover the items people most often forget, including spare batteries, extension cords, gaffer tape and a backup phone for the music.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 140
Tableclothsqty 8
Coat racksqty 3
Changing room screensqty 4
Stoolsqty 12
Bollardsqty 8
Waste binsqty 8

Equipment

Active speakersqty 2
Subwoofers
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Backup phone for music
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Memory sticksqty 2

Lighting

LED spotlightsqty 6
String lightsqty 6
Batteriesqty 24
Emergency lightsqty 4

Decorations

Balloonsqty 150
Balloon arch
Buntingqty 6
Stage drapesqty 4
Plantsqty 8
Welcome sign
Program boardsqty 4
Directional signsqty 8

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Coffee spoonsqty 80
Platesqty 150
Forksqty 150
Cake forksqty 150
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 6
Serving plattersqty 12
Serving jugsqty 6
Measuring cupsqty 2
Ice packsqty 16

Cleaning

Mopsqty 4
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash binsqty 8
Disposable wipesqty 6

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 20 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Strawberries - 3 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Popcorn - 6 bags
- Mixed snacks - 5 bags
- Mixed nuts - 3 bags
- Rice cakes - 4 packs
- Mini pretzels - 4 bags
- Crackers - 6 packs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Chicken breast slices - 2 kilos
- Smoked salmon - 1 kilo
- Vegetarian spreads - 2 kilos
- Iceberg lettuce - 8 heads
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Pickles - 4 jars
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Cookies - 8 packs
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Butter cookies - 5 packs
- Whipped cream - 6 cans
- Chocolate bars - 5 boxes
- Paper napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Diet cookies - 3 packs
- Gluten-free crackers - 3 packs
- Vegan spread - 2 kilos
- Allergen cards - 30 pieces

Tips

Plan drinks separately for the first hour and the rest of the programme: allow two to three drinks per person for the first hour, then about one per person per hour.
Bring two independent music sources, such as the main laptop and a backup phone, and copy the final sequence to at least two memory sticks before the event.
Pack more power and cable supplies than the equipment list suggests: take at least two extension cords, two power strips and enough gaffer tape to secure every cable crossing a walkway.
Prepare venue signage before leaving home. Print the welcome sign and programme boards, and keep spare paper and tape available in case the programme changes.
Allow one waste bin for every 25 to 30 guests, plus separate bags for empty bottles and food waste. Put bins near the catering tables and the exit so they are used rather than overlooked.

Frequently asked questions

How much food and drink do I need for a dance demonstration?: For drinks, plan two to three per person during the first hour and about one per person for each additional hour. Order food according to confirmed registrations, then add roughly 10% for performers, staff and late arrivals.
What sound equipment is needed for a dance demonstration?: You need active speakers, a mixer, microphones and stands, plus the laptop or playback device running the music. Prepare one backup phone and at least two memory sticks with the checked music sequence no later than the day before.
How many chairs and tables should I provide?: Provide one chair for every registered seated guest, with 5% extra if storage allows. Use enough tables for catering, registration and programme materials, and confirm the final layout at least 24 hours before opening.
What should I bring for lighting and cables?: Pack LED spots, string lights, batteries and emergency lights, along with extension cords, power strips and gaffer tape. Test every light and cable at least one day before the demonstration, then carry spare batteries and one extra cable set on the day.

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