Dance Festival Shopping List

A dance festival needs more than music and a venue. Your shopping list also has to cover registration, workshops, catering, changing areas, wayfinding, and the equipment needed for announcements and performances. Plan reusable cups, coffee service, plates, cutlery, serving platters, name badges, and clear signs before the event week. Check chilled catering items on the day before shopping, and keep a written inventory so rented equipment and existing supplies are not bought twice.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 12
Coat racksqty 4
Changing room screensqty 6
Storage cratesqty 12

Tableware

Reusable cupsqty 220
Coffee cupsqty 100
Platesqty 180
Cake platesqty 100
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving plattersqty 12

Decorations

Tableclothsqty 10
Buntingqty 8
Balloonsqty 150
Paper fansqty 20
Directional signsqty 12
Program postersqty 20
Name badgesqty 180
Badge holdersqty 180

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 6
Power banksqty 4
Mobile phonesqty 3
Clipboardsqty 8
Pensqty 30

Lighting

LED spotlightsqty 8
String lightsqty 6
Lighting standsqty 4
Spare bulbsqty 12
Flashlightsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Ice packsqty 20

Cleaning

Waste binsqty 10
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Microfiber clothsqty 24

Safety

First aid kitsqty 2
Non-slip matsqty 12
Barrier tapeqty 4
Work glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Ginger beer - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Sports drink - 24 bottles
- Ice cubes - 12 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 bags
- Rice crackers - 4 packs
- Popcorn - 4 bags
- Salty pretzels - 4 bags
- Mini rice cakes - 5 packs
- Wholemeal wraps - 8 packs
- White casino bread - 6 loaves
- Whole wheat casinobread - 6 loaves
- Plain hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Smoked chicken breast - 2 kilo
- Turkey breast - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Herb butter - 6 tubs
- Cucumbers - 10 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 heads
- Lettuce - 8 heads
- Avocados - 12 pieces
- Apples - 8 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Oranges - 6 kilos
- Melons - 4 pieces
- Lemon cake - 4 pieces
- Brownies - 6 boxes
- Oat bars - 8 boxes
- Muesli bars - 8 boxes
- Mini muffins - 6 boxes
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Italian herbs - 1 canister
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Napkins - 600 pieces
- Trash bags - 80 pcs
- Compostable snack boxes - 250 pieces
- Compostable stirrers - 250 pieces
- Wooden cocktail sticks - 500 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Hand sanitizer - 8 bottles
- Sponges - 12 pieces
- Rubber cleaning gloves - 6 pairs

Tips

Plan at least one reusable cup per participant, plus a 10% buffer for cups left in workshops, at the bar, or in changing areas. Add separate coffee cups, plates, cake plates, forks, knives, and spoons if refreshments are served.
Prepare one name badge and badge holder for every registered participant, instructor, artist, and volunteer, then add 10% spare badges for last-minute registrations or replacements.
Buy or prepare directional signs for the entrance, registration desk, workshops, toilets, changing rooms, and storage. Put the signs in separate labelled bundles so volunteers can place them quickly during setup.
Allow at least one extension cord and one power strip for each powered area, and bring audio cables in the correct lengths for the mixer, laptop, active speakers, and microphones. Test every connection before participants arrive.
Keep chilled products refrigerated until serving and schedule the main food shop no earlier than the day before the festival. Count serving platters, tablecloths, tables, chairs, coat racks, and changing-room screens against the venue inventory before renting anything.

Frequently asked questions

What should I buy for a dance festival?: Plan tableware, reusable cups, coffee cups, plates, cutlery, serving platters, name badges, badge holders, directional signs, decorations, and audio accessories. Match quantities to your registration list and add about 10% for unexpected guests or replacements.
How many cups do I need for a dance festival?: Start with one reusable cup per attendee and add a 10% buffer. If cups will not be washed during the event, plan two to three cups per person instead, especially for a festival lasting several hours.
When should I buy food for a dance festival?: Buy non-perishable supplies up to one week ahead, but purchase chilled products no earlier than the day before. Store them cold immediately and check dietary requirements before confirming catering quantities.
How many name badges should I prepare?: Prepare one badge for every participant, instructor, artist, and volunteer, then add 10% spare badges. Print the workshop lists and programme materials at least one day before setup so registration is not delayed.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.