Dance Festival Shopping List

A dance festival needs more than music and a dance floor. Plan supplies for registration, catering, changing areas, warm-ups, lighting and safe cable runs, then check what is already in stock before shopping. Quantities depend on attendance, but your drinks, wristbands, batteries and consumables should be counted against the final registration list. Order specialist equipment early, especially speakers, lighting, dance flooring and microphones, because these are often unavailable at short notice.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Party tentsqty 3
Changing room screensqty 4
Clothes racksqty 4

Equipment

Active speakersqty 4
Subwoofersqty 2
Mixer
Turntablesqty 2
DJ headphonesqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable matsqty 12
Laptopqty 2
Spare batteriesqty 24
First aid kitsqty 2
Flashlightsqty 6
Fire extinguishersqty 4

Sports equipment

Modular dance floorqty 60
Yoga and Dance Matsqty 30
Dance ribbonsqty 30
Warm-up blocksqty 20

Lighting

LED light barsqty 8
LED spotlightsqty 6
String lightsqty 10
Battery lanternsqty 8

Decorations

Fabric clothsqty 12
Balloonsqty 200
Balloon weightsqty 12
Buntingqty 10
Plantsqty 12
Photo backdrop
Directional signsqty 12
Program postersqty 20

Tableware

Reusable drinking glassesqty 220
Reusable wine glassesqty 80
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 120
Serving traysqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Ice cube traysqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Measuring cupsqty 4
Food containers with lidsqty 20

Catering

Water dispensersqty 4
Coffee machinesqty 3
Teapotsqty 3
Cash registersqty 2
Payment terminalsqty 2
Wristbandsqty 250
Name stickersqty 250
Napkinsqty 500
Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- 7UP - 12 bottles
- Ginger ale - 12 bottles
- Tonic - 12 bottles
- Ice tea - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 180 cans
- Alcohol-free beer - 48 cans
- White wine - 18 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Coffee beans - 3 kilo
- Tea bags - 250 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chai tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 8 liters
- Lemons - 3 kilos
- Mint - 10 bunches
- Ice cubes - 30 kilo
- Baguettes - 30 pieces
- Mini wraps - 240 pieces
- Whole wheat bread - 12 loaves
- White rolls - 120 pieces
- Whole grain buns - 80 pieces
- Mini croissants - 120 pieces
- Hummus - 8 kilos
- Cream cheese - 4 kilo
- Young cheese - 5 kilos
- Brie - 3 kilo
- Chicken breast topping - 4 kilos
- Smoked salmon - 2 kilos
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Butter lettuce - 12 pieces
- Arugula - 2 kilos
- Cucumbers - 25 pieces
- Tomatoes - 8 kilo
- Bell peppers - 5 kilos
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Avocados - 30 pieces
- Apples - 12 kilos
- Bananas - 10 kilo
- Grapes - 8 kilos
- Oranges - 10 kilos
- Strawberries - 5 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 12 bags
- Salted nuts - 5 kilo
- Rice crackers - 8 bags
- Olives - 5 jars
- Sun-dried tomatoes - 3 jars
- Pickles - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- Italian herbs - 150 grams
- Paper towels - 24 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Dish soap - 6 bottles
- Dishwasher tablets - 100 pieces
- Sponges - 24 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Diet cookies - 6 packs
- Gluten-free rolls - 20 pieces
- Vegan toppings - 3 kilos
- Vegan wraps - 60 pieces

Cleaning

Waste binsqty 12
Mop setsqty 4
Bucketsqty 6
Dustpans and brushesqty 6
Vacuum cleanersqty 2
Cleaning clothsqty 30
Glovesqty 30
Disinfectantqty 6
Trash bag holdersqty 12
Toilet brushesqty 4

Tips

Count one wristband or ticket for every registered attendee, plus 5–10% extra for replacements, volunteers and late changes. Keep them with the registration materials rather than packing them with décor.
For drinks, allow two to three drinks per person during the first hour and about one drink per hour afterwards. Add water for every programme block, especially if people will be dancing or attending warm-up sessions.
Reserve audio and lighting equipment at least 2–4 weeks ahead. Check that the mixer, active speakers, subwoofers, microphones and DJ equipment use compatible connections before collection or delivery.
Bring one spare set of batteries for every battery-powered microphone, lantern or light, and add at least 10% spare extension cords, power strips and cable covers. Cable mats are easy to forget and should be planned before the floor plan is final.
Match the shopping list to the confirmed programme and weather forecast 2–3 days before the festival. If outdoor areas are used, confirm tents, lanterns, changing screens and clothing racks before buying decorative supplies.

Frequently asked questions

What should I buy for a dance festival?: Plan supplies for drinks, catering, registration, changing areas, dance sessions, lighting and cable safety. Typical equipment includes a modular dance floor, mats, speakers, a mixer, microphones, lighting, extension cords, cable mats, wristbands and spare batteries.
How many drinks do I need for a dance festival?: Use two to three drinks per person for the first hour, then roughly one drink per person per hour. Add extra water for active dance sessions and keep a 10% buffer for volunteers, teachers and unexpected guests.
How early should I order dance festival equipment?: Reserve speakers, subwoofers, mixers, DJ equipment, lighting and modular flooring 2–4 weeks before the event. Confirm quantities again 2–3 days before the festival, after checking registrations and the programme.
How many wristbands should I order for a dance festival?: Order one wristband per registered attendee and add 5–10% extra. The surplus covers damaged wristbands, volunteers, teachers, staff and last-minute registration changes.

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