What you need for a dance festival

A dance festival needs more than speakers and music. Use this shopping list to cover drinks service, snacks, reception, seating, waste, stage setup, sound, power and lighting. Check quantities against your expected attendance before shopping, then allow time to chill drinks and test every cable, microphone and power connection. Reusable cups, coat hangers and waste bins are easy to overlook when the focus is on the dance floor.

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What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120
Waste binsqty 8
Stage blocksqty 4

Tableware

Reusable cupsqty 180
Platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 80
Coffee cupsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Speakersqty 4
Subwoofersqty 2
Mixer
Turntablesqty 2
DJ controller
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12

Decorations

Balloonsqty 100
Buntingqty 12
Backdrop clothqty 2
Stage drapesqty 4
Directional signsqty 12
Name badgesqty 120
Wristbandsqty 150
Trophiesqty 3
Jury tablesqty 2

Sports equipment

Yoga matsqty 30
Dance ribbonsqty 30
Hoopsqty 20
Marker discsqty 20

Kitchen

Coolersqty 4
Water jugsqty 8
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 20

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Cola - 18 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Olives - 6 jars
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Hummus - 10 tubs
- Guacamole - 6 containers
- Garlic sauce - 4 bottles
- Salsa sauce - 6 jars
- Mini wraps - 120 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Cream cheese - 6 tubs
- Hummus spread - 6 tubs
- Young cheese - 3 kilos
- Turkey breast - 2 kilos
- Herb cheese - 2 kilos
- Lettuce - 8 heads
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Butter - 2 packs
- Napkins - 400 pieces
- Straws - 200 pieces
- Cocktail picks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Organic waste bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 8 packs
- Duct tape - 4 rolls
- Highlighters - 2 sets
- Ballpoint pens - 20 pieces
- Printer paper - 2 packs
- AA batteries - 24 pieces

Tips

Plan at least one reusable cup per guest, plus a spare supply of around 10% for breakage, misplaced cups or slow washing. Count plates, knives, forks and spoons separately rather than assuming one mixed set will cover the event.
For the first hour, allow roughly two to three drinks per person; after that, plan about one drink per person per hour. Chill the first service batch several hours before doors open and keep a separate reserve for later.
Put the reception desk materials, registration supplies and run sheet together in one clearly labelled box at least one day ahead. Keep dietary requirements with the snack-serving setup so volunteers can answer questions quickly.
Check the full audio chain at least 24 hours before the festival: mixer, DJ controller or turntables, DI boxes, microphones, stands, audio cables, cable reels and power strips. Bring spare cables where possible and tape down every cable crossing a walkway.
Match the lighting setup to the floor and stage before guests arrive. Test LED spotlights, light stands, the light controller and mood lighting in the actual room, then leave clear access around speakers, subwoofers, stage blocks and waste bins.

Frequently asked questions

How many drinks should I buy for a dance festival?: Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add around 10% extra for unexpected demand, performers and volunteers.
How many reusable cups do I need for a dance festival?: Start with one cup per guest and add a 10% buffer. For 100 guests, that means at least 110 reusable cups, with more if washing or collection between sets is limited.
When should I test the dance festival sound equipment?: Complete a full sound and power test at least 24 hours before the event. Test the mixer, speakers, subwoofers, microphones, DJ equipment, DI boxes, cables, cable reels and power strips together rather than separately.
How early should I prepare drinks and snacks for a dance festival?: Buy non-perishable supplies at least two to three days ahead. Chill the first drinks several hours before opening and prepare snacks close enough to serving time to keep them fresh, while still allowing time to label dietary options.

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