What to buy for a dance night

A dance night needs more than drinks and a playlist. You need enough tableware for the food and coffee setup, cooling space for beverages, and the right cables and power equipment for the sound and lighting. Buy or borrow these items before the final setup day, then chill drinks and charge powered equipment before guests arrive. The quantities below are starting points; adjust them to your guest count and event length.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
Bar stoolsqty 8
Coat racksqty 2
Waste binsqty 6

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 10
Serving trays with lidsqty 4
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Bottle openersqty 3
Serving tongsqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Coolersqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Music laptop
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Lighting

LED string lightsqty 4
Lighting effectsqty 2

Decorations

Festive buntingqty 6
Balloonsqty 100
Tableclothsqty 8
Name badgesqty 60

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Rubber glovesqty 4

Catering

Groceries
- Cola - 12 liters
- Coca-Cola Zero - 8 liters
- Sinas - 6 liters
- Iced tea - 8 liters
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 72 cans
- Alcohol-free beer - 24 cans
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 4 bottles
- Coffee - 3 packs
- Tea assortment - 100 bags
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 10 kilograms
- Mini sandwiches - 100 pieces
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Herb cream cheese - 500 grams
- Young cheese - 1 kilogram
- Ham - 750 grams
- Chicken breast slices - 750 grams
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Peanut mix - 2 kilograms
- Cashews - 1 kilogram
- Olives - 1 kilogram
- Grapes - 3 kilograms
- Apples - 3 kilograms
- Mandarins - 3 kilograms
- Cookies - 6 packs
- Chocolate - 2 kilogram
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle

Tips

Plan on 2–3 drinks per guest for the first hour, then about 1–2 drinks per person for each additional hour. Add extra reusable glasses if guests will use several drinks at once.
Allow one plate, one cutlery set and one glass per guest, plus roughly 10% extra. For 50 guests, that means at least 55 of each item to cover breakage and replacements.
Provide one waste bin for every 20–25 guests, with separate bags ready before opening. Place bins near the drinks area, buffet tables and the exit rather than keeping them all in one corner.
For sound and lighting, buy or borrow extension cords, power strips and cable trays before the event. Test every active speaker, mixer, microphone and lighting effect in the venue at least 2 hours before doors open.
Prepare coffee and tea for the final part of the night: allow 1 cup per guest, plus 10% extra, and keep hot water in thermos flasks. Put coffee machines, kettles, cups and serving equipment together so the station can be set up quickly.

Frequently asked questions

How many drinks should I buy for a dance night?: For the first hour, plan 2–3 drinks per guest. After that, allow 1–2 drinks per person per hour, then add around 10% extra for unexpected demand.
How many reusable glasses do I need for 50 guests?: Start with 55 glasses for 50 guests, using one per guest plus about 10% extra. If guests will switch between drinks often, prepare 75–100 glasses or arrange a washing system.
When should I buy and chill drinks for a dance night?: Do the main shopping 1–2 days before the event. Chill drinks at least 6 hours before guests arrive, or use coolers with enough ice on the day.
How early should I test the sound and lighting equipment?: Connect and test the speakers, mixer, microphones, cables and lighting at least 2 hours before opening. Keep spare extension cords and power strips available in case the venue layout changes.

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