Dance Fair Shopping List

A dance fair needs more than tables and a sound system. You will need equipment for demonstrations, clear exhibitor areas, refreshments, registration and safe movement between stands. Plan drinks and serving supplies separately from workshop materials, and check cables, batteries and power strips before the venue opens. This shopping list gives you a practical starting point for preparing the fair, including items that are often forgotten until setup day.

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What to bring

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

Furniture

Tablesqty 24
Chairsqty 80
Bar stoolsqty 8
Clothes racksqty 10
Folding benchesqty 4
Display wallsqty 12
Stage blocksqty 4
Bollardsqty 12

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop
Music cablesqty 4
Power stripsqty 8
Extension cordsqty 8
Rechargeable batteriesqty 12
Mirrorsqty 8

Lighting

LED spotlightsqty 8
String lightsqty 6

Sports equipment

Dance matsqty 20
Yoga matsqty 20
Stretch bandsqty 20
Towelsqty 30

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 24
Flower arrangementsqty 6
Directional signsqty 12
Program standsqty 6

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Waste binsqty 10
Hand broomsqty 4

Catering

Groceries
- Coffee beans - 3 bags
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar sticks - 200 pieces
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Bananas - 6 kilos
- Apples - 6 kilos
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Cucumbers - 4 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Chicken breast slices - 1 kilo
- Hummus paprika - 1 kilo
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole wheat rolls - 80 pieces
- Mini croissants - 120 pieces
- Butter - 1 kilo
- Jam - 3 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 120 pieces
- Nut mix - 3 kilo
- Cookies - 8 packs
- Chocolate cookies - 6 packs
- Paper napkins - 600 pieces
- Paper cups - 300 pieces
- Wooden stirrers - 300 pieces
- Ice cubes - 20 kilo
- Trash bags - 60 pieces
- Blue trash bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- Cleaning sponges - 2 packs
- Microfiber cloths - 2 packs
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles

Organization

Registration tablesqty 2
Name badgesqty 150
Badge holdersqty 150
Pensqty 30
Clipboardsqty 6
Cash registersqty 2
Cash boxesqty 2
Wristbandsqty 200
Trade fair floor plansqty 200
Program bookletsqty 200
Ticket scannersqty 2
Cable tiesqty 100
Gaffer tapeqty 6
Scissorsqty 6
Paper tapeqty 8
Staplersqty 3
Staplesqty 5
Markersqty 12
Pen holdersqty 4
Table numbersqty 30
Clipboardsqty 12
Trade fair boxesqty 12
Storage binsqty 8

Tips

Plan at least two drinking glasses and one coffee cup per expected visitor, then add 10% extra for breakage, queues and restocking. Include enough plates, cutlery and serving tongs for the busiest catering period.
For demonstrations and workshops, check the floor area before buying or collecting mats. Keep spare dance mats, yoga mats and stretch bands available rather than relying on the exact number of registered participants.
Count every audio connection before setup: speakers, mixer, laptop, music cables, extension cords and power strips must work together. Keep rechargeable batteries for both wireless microphones in a labelled backup box.
Exhibitor spaces need more than tables. Allow clothes racks, display walls, chairs or bar stools according to each stand, and prepare signage and stand numbers before exhibitors arrive.
Buy or reserve lighting and safety items early. LED spotlights and string lights may need extra cables, while bollards help keep queues and demonstration areas clear; check these at least one week before the fair.

Frequently asked questions

What should I buy for a dance fair?: Start with furniture for exhibitors and visitors, sound equipment, lighting, mats, registration materials and catering supplies. Check the plan at least 7 days before the fair so missing items can still be ordered or borrowed.
How many cups and glasses do I need for a dance fair?: Use two drinking glasses and one coffee cup per expected visitor as a starting point, plus 10% spare. For 100 visitors, that means about 220 glasses and 110 coffee cups if everyone may use both.
What equipment is needed for dance demonstrations?: Prepare speakers, a mixer, a laptop, music cables, wireless microphones and power supplies. Test the complete setup 60 to 90 minutes before opening, with spare rechargeable batteries ready.
How many dance mats should I provide for workshops?: Provide one mat per participant when the workshop requires floor work, plus at least 10% spare. For 30 registered participants, prepare 33 mats and confirm the usable floor area before the event.

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