Dance fair shopping list: what to buy and bring

A dance fair needs more than music and a clear program. You’ll need supplies for workshops, exhibitor tables, changing areas, registration, refreshments and safe cable management. This shopping list helps you check the details that are often left until the final setup, such as spare batteries, payment equipment, directional signs and materials for marking the dance floor. Use it alongside your floor plan and run sheet so every room can be prepared without last-minute shopping.

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What to bring

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

Furniture

Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Changing room screensqty 6
Clothes racksqty 8
Mirrorsqty 6
Dance floor panelsqty 30
Table skirtsqty 12

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Laptop
Spare batteriesqty 12
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Cash register tablet
Payment terminal

Lighting

LED spotlightsqty 8
String lightsqty 6
Standing lampsqty 4

Decorations

Backdropsqty 4
Balloonsqty 100
Buntingqty 8
Poster elementsqty 12
Directional signsqty 10
Chalkboardsqty 6
Table signsqty 20

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Serving bowlsqty 16
Pliersqty 8
Bottle openersqty 4

Sports equipment

Yoga matsqty 40
Dance ribbonsqty 20
Hand fansqty 20
Practice blocksqty 20
Elastic bandsqty 20
Water dispensersqty 3
Towelsqty 40

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleaner
Hand soap dispensersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Alcohol-free beer - 3 cases
- Beer - 4 crates
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Tortilla chips - 12 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 6 bags
- Rice cakes - 6 packs
- Mixed nuts - 4 bags
- Raisins - 3 bags
- Muesli bars - 60 pieces
- Energy bars - 40 pcs
- Mini wraps - 120 pieces
- Whole grain bread - 8 loaves
- White buns - 80 pieces
- Multigrain rolls - 60 pieces
- Mini croissants - 80 pieces
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Chicken breast topping - 1 kilo
- Back ham - 1 kilo
- Egg salad - 1 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Butter - 1 kilo
- Lettuce - 10 heads
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Lemons - 2 kilos
- Yogurt - 5 kilos
- Plant-based yogurt - 3 kilo
- Granola - 2 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 3 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Organic waste bags - 30 pieces
- Dishwasher tablets - 1 package
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 24 rolls
- Toilet blocks - 6 pieces

Tips

Plan drinks by time slot: allow 2–3 drinks per person for the first hour, then 1–2 per person for each additional hour. Chill the first batch before opening and keep a reserve aside for staff and exhibitors.
Bring at least two spare sets of batteries for every wireless microphone, plus power strips and extension cords for the mixer, laptop, speakers and lighting. Test every cable before exhibitors and visitors arrive.
For exhibitor and workshop areas, prepare one table sign per booth and enough directional signs for every turn from the entrance to the dance floor, changing rooms and registration point. Add a few blank signs for late changes.
If visitors pay on site, pack the payment terminal, cash register tablet, charging cables and a backup payment option at least one day before the fair. Do not leave payment testing until doors open.
Protect the floor and walkways with cable mats wherever extension cords cross visitor routes. Bring extra tape or fixing material, and check the setup again after tables, chairs and dance floor panels are in place.

Frequently asked questions

What drinks do I need for a dance fair?: For the first hour, plan 2–3 drinks per visitor; after that, allow 1–2 drinks per person per hour. Order extra for participating dance schools, exhibitors and the organizing team, then chill the first supply before opening.
How many wireless microphone batteries should I buy?: Buy at least two spare sets for each wireless microphone, in addition to the batteries already installed. Keep them with the microphones so a workshop or demonstration can continue without searching for replacements.
What should I bring for dance fair exhibitor booths?: Prepare one table sign and one clearly marked space per exhibitor, plus tables, chairs, clothes racks or mirrors where the layout requires them. Pack a few blank signs and spare fixing materials at least one day before setup.
When should I prepare signage and payment equipment for a dance fair?: Finish directional signs, table signs, badges and wristbands at least one day before the event. Test the payment terminal and cash register tablet during the same check, rather than waiting until the venue opens.

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