What to buy for a dance marathon

A dance marathon needs more than music and a dance floor. Plan drinks and easy-to-eat food for long periods of activity, plus cups, plates, cutlery and a clearly organised coffee and tea station. You will also need practical event supplies such as name badges, wristbands, signs and power equipment for the music setup. Use the quantities of registered participants, volunteers and event hours to scale your shopping list before you go to the store.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 30
Buffet tablesqty 3
Registration desk
High tablesqty 6
Coat racksqty 2
Stoolsqty 12
Changing room screenqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 50
Platesqty 100
Bowlsqty 50
Forksqty 100
Knivesqty 100
Spoonsqty 100

Decorations

Balloonsqty 100
Balloon weightsqty 10
Buntingqty 12
Tableclothsqty 12
Dance floor sign
Wayfinding signsqty 8
Name badgesqty 100

Equipment

Active speakersqty 2
Music mixer
Music laptop
Microphoneqty 2
Speaker standsqty 2
Audio cablesqty 6
Power stripsqty 6
Extension cordsqty 8
Laptop charger
Power banksqty 4
Timerqty 2
Spare batteriesqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 20

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 6

Lighting

LED light stringsqty 6
LED spotlightsqty 4
Battery lanternsqty 4
Emergency lightingqty 2

Sports equipment

Yoga matsqty 20
Resistance bandsqty 10
Towelsqty 40
Water bottlesqty 40
Wristbandsqty 100
Timekeeping board

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Whole grain rolls - 80 pieces
- White rolls - 60 pieces
- Multigrain wraps - 40 pieces
- Mild cheese - 3 kilograms
- Hummus - 2 kilograms
- Chicken breast slices - 2 kilogram
- Cooked ham - 2 kilograms
- Smoked beef - 1 kilogram
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Butter - 1 kilogram
- Cucumbers - 10 pieces
- Tomatoes - 4 kilogram
- Arugula - 1 kilogram
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 5 kilograms
- Mandarins - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Rice cakes - 6 packs
- Muesli bars - 100 pieces
- Nut bars - 60 pieces
- Wholegrain cookies - 8 packs
- Raisins - 2 kilograms
- Unsalted nuts - 2 kilogram
- Popcorn - 6 bags
- Cherry tomatoes - 2 kilogram
- Mini cucumbers - 3 kilogram
- Yoghurts - 80 pieces
- Applesauce - 40 tubs
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Spice mix - 2 jars
- Paper towels - 12 rolls
- Napkins - 400 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Diet biscuits - 40 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 1 kilogram
- Vegan yogurt - 20 pieces

Tips

Plan at least 750 ml to 1 litre of drinks per participant for every four hours, and add extra for volunteers and anyone staying for the full programme.
Prepare snacks that can be eaten quickly between music blocks. Allow 2 to 3 snack portions per person per four hours, plus sandwiches and cut fruit for longer events.
Buy or count one reusable cup per participant, with at least 10% extra for replacements. Include separate coffee cups, plates, bowls, forks, knives and spoons for the food stations.
Do not leave the audio setup until shopping day: check that the active speakers, mixer, microphone, cables, power strips and extension cords match the venue and each other at least 3 days before the event.
Pack signs, name badges, wristbands and registration supplies together before arrival. Bring 10% more badges and wristbands than the confirmed registration count so late changes do not cause a shortage.

Frequently asked questions

How much food do I need for a dance marathon?: For a four-hour dance marathon, plan 2 to 3 snack portions per participant, plus one sandwich or similar filling item and a serving of fruit. Add 10% extra for late arrivals and volunteers.
How many drinks should I buy for a dance marathon?: Allow 750 ml to 1 litre of drinks per participant for every four hours. Add another 10% to 15% if the room is warm or participants will be dancing continuously.
What equipment do I need for a dance marathon?: At minimum, check the active speakers, music mixer, music laptop, microphone, speaker stands, audio cables, power strips and extension cords. Test the complete setup at least 3 days before the event.
How many cups and plates do I need for a dance marathon?: Provide one reusable cup per participant and buy or prepare at least 10% extra. For plates, bowls and cutlery, use one complete setting per expected food-service moment, plus 10% spare.

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.