What You Need for a Dance Night

A dance night needs more than music and a clear floor. Plan drinks, snacks, serving items, lighting, power supplies and a reliable sound setup before guests arrive. This shopping list covers the practical items for serving food and drinks, keeping the room comfortable and creating enough light without brightening the dance floor. Check quantities against your guest count, then leave time to cool drinks, test cables and prepare the buffet.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Coat racksqty 2
Bar stoolsqty 4

Tableware

Reusable drinking glassesqty 80
Wine glassesqty 40
Coffee cupsqty 40
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 40
Serving traysqty 8

Equipment

Speakersqty 2
Mixer
Microphone
Laptop for music
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 4
String lightsqty 6
Light standsqty 2

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 4
Ice packsqty 20

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 6
Name badgesqty 60
Directional signsqty 12

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand brush and dustpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Blackcurrant syrup - 2 bottles
- Tonic - 2 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Rosé wine - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 10 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Cheese cubes - 3 kilo
- Grapes - 3 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Herb butter - 4 tubs
- Napkins - 200 pieces
- Straws - 100 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Buy extra water, especially if the room will be warm or guests will be dancing continuously.
Plan tableware for every guest plus at least 10% extra. For 40 guests, that means 44 plates, forks, knives and reusable drinking glasses, with separate wine glasses if wine is being served.
Use at least two coolers or enough cooling capacity to keep drinks cold while one batch is being served. Put drinks in the coolers several hours before the event and add ice or ice packs just before guests arrive.
Check every powered item before setup: speakers, mixer, music laptop, LED spotlights and string lights. Take extension cords and power strips, and keep cables away from the dance floor and walkways.
Prepare the serving area before the music starts. Set out plates, cutlery, serving trays, chopping boards and kitchen knives, then keep coffee machines, kettles and thermos flasks together so hot drinks do not interrupt the dance setup.

Frequently asked questions

How many drinks should I buy for a dance night?: Plan two to three drinks per guest for the first hour, followed by one drink per guest for every extra hour. Include water and allow at least 10% extra if guests cannot easily buy more nearby.
How much tableware do I need for 40 guests?: Prepare 44 plates, forks, knives and reusable drinking glasses for 40 guests, including a 10% spare margin. Add wine glasses, coffee cups and spoons only if those drinks are part of the plan.
When should I chill drinks for a dance night?: Move drinks into coolers at least 3 to 4 hours before guests arrive. Add ice or frozen cooling packs shortly before opening the bar so the drinks stay cold during the first part of the night.
How many extension cords and power strips do I need?: Use one extension cord or power strip for each separate equipment area, such as sound, lighting and the bar. Test the full setup at least 60 minutes before doors open and tape or route cables away from walking areas.

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