What to Buy for a Dance Night with Live Music

A dance night with a live band needs more than drinks and snacks. You also need the right glasses, serving equipment, coffee supplies, lighting and backup power items for the band and venue. Use the guest count to calculate consumables, then check venue access, cooling space and sound requirements before shopping. Arrange deliveries early, especially beverages and catering, and chill drinks several hours before guests arrive.

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What to bring

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

Furniture

High tablesqty 6
Dining tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Buffet tablesqty 3

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Microphone cablesqty 5
DI boxesqty 3
Power stripsqty 6
Extension cordsqty 8
Cable matsqty 12

Lighting

LED spotlightsqty 6
String lightsqty 4
Stage lightsqty 4
Emergency lightingqty 2

Tableware

Water glassesqty 100
Wine glassesqty 80
Beer glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Coolersqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving trays with lidsqty 6

Decorations

Balloon garlandsqty 4
Tableclothsqty 14
Decorative lanternsqty 12
Program postersqty 6
Directional signsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon slices - 4 lemons
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Bacardi - 2 bottles
- Liqueur - 2 bottles
- Cocktail mix - 8 bottles
- Tonic water - 8 bottles
- Ice cubes - 20 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted peanuts - 3 kilos
- Snack nuts - 3 kilos
- Olives - 3 jars
- Cheese cubes - 4 kilo
- Grapes - 4 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 8 tubs
- Baguettes - 12 pieces
- Cream cheese - 2 kilo
- Herb butter - 2 kilo
- Mini quiches - 160 pieces
- Mini pizzas - 120 pieces
- Bitterballen - 200 pieces
- Vegetarian snacks - 160 pieces
- Vegan snacks - 80 pieces
- Gluten-free snacks - 40 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Cocktail picks - 500 pieces
- Napkins - 400 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Labels - 2 sheets
- Waterproof markers - 4 pieces

Tips

Plan two to three drinks per guest for the first hour, then one to two drinks per person for each additional hour. Add still and sparkling water, and keep a separate supply for the band and volunteers.
Allow one wine glass per expected wine drinker, one beer glass per beer drinker, and at least one water glass per guest. Keep 10% extra glasses, plates and cutlery available for breakage and replacement.
Confirm the band’s technical list at least one week before the dance night. Check the number of microphones, DI boxes, speaker cables, power strips and extension cords, and do not assume the venue supplies them.
Buy or reserve serving platters and serving tongs for every buffet dish, plus enough dining and buffet tables for the planned layout. Set out coat racks and one clothes hanger per expected coat before doors open.
Schedule beverage delivery no later than the day before the event so drinks can be chilled in time. Test coffee machines, emergency lighting and stage lighting during the venue setup, not when the first guests arrive.

Frequently asked questions

How many drinks do I need for a dance night?: Plan two to three drinks per person for the first hour and one to two drinks per person for every hour after that. Add extra water and reserve drinks for the live band and volunteers.
How many glasses and plates should I buy?: Use one water glass per guest and one glass for each expected beer or wine serving at a time. Order at least 10% extra tableware, including plates, cutlery and glasses, to cover breakage and replacements.
When should I arrange the live band equipment?: Confirm the band’s sound requirements at least one week before the event. Check microphones, stands, cables, DI boxes, active speakers, mixer, power strips and extension cords before venue access begins.
When should drinks be delivered for a dance night?: Arrange delivery at least one day before the event if drinks need chilling. Chill the main supply several hours before guests arrive, and confirm where the delivery can be stored.

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