Dance night shopping list

A dance night needs more than speakers and drinks. Plan supplies for the time before the music starts, the busiest hour on the floor and the trip home. Count glasses, plates and snacks against your guest list, then add a small buffer for breakage and unexpected arrivals. Check power, cooling and serving equipment before shopping day; these are easy to overlook and difficult to replace at the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Clothing rackqty 2
Bollardsqty 8

Tableware

Drinking glassesqty 80
Wine glassesqty 40
Coffee cupsqty 40
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Equipment

Speakersqty 2
Audio mixer
Microphoneqty 2
Laptop
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Coolersqty 4
Coolersqty 3

Lighting

LED party lightsqty 4
String lightsqty 6

Decorations

Balloonsqty 100
Dance decorationsqty 12
Tableclothsqty 8
Wayfinding signsqty 6
Name stickersqty 80

Kitchen

Thermos flasksqty 4
Coffee makerqty 2
Drink dispensersqty 3
Bottle openersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Coolersqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries
- Spa Blauw - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Snack nuts - 3 bags
- Vegetable sticks - 5 kilograms
- Cucumber - 8 pieces
- Bell peppers - 12
- Grapes - 4 kilograms
- Apples - 60 pieces
- Mini wraps - 80 pieces
- Hummus - 6 tubs
- Cream cheese - 3 tubs
- Young cheese - 2 kilograms
- Turkey fillet - 1.5 kilograms
- Herb cream cheese - 3 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Cleaning sponges - 6 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Add non-alcoholic options and chill them before guests arrive.
Allow one drinking glass per guest plus 10% extra, and prepare separate wine glasses, coffee cups, plates and cutlery if those drinks or snacks are part of the plan.
Buy enough snacks for about 4 to 6 small portions per guest. Prepare allergen labels at least one day ahead so guests can identify suitable food without interrupting the music.
Count power points before bringing speakers, the audio mixer, laptop, LED party lights and string lights. Pack extension cords, power strips and charging cables together, and test the sound system before doors open.
Bring practical items that are often forgotten: coolers, serving trays, drink dispensers, tablecloths, wayfinding signs and name stickers. Set these out before the dance floor is marked off so they do not become obstacles later.

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. Include water and non-alcoholic drinks in the total, and keep a 10% buffer if attendance is uncertain.
How many glasses and plates should I buy for a dance night?: Start with one drinking glass per guest, then add 10% extra for breakage and misplaced glasses. For plates, cutlery and coffee cups, use the number of guests as the base and add at least 10% if washing up during the event is not possible.
How much food do I need for a dance night?: Allow 4 to 6 small snack portions per guest for an evening dance night. Buy or prepare extra portions for the first hour, when people often eat before dancing, and label allergens at least one day before the event.
When should I chill drinks for a dance night?: Chill drinks at least 4 hours before guests arrive; larger bottles and full coolers may need overnight cooling. Put the first batch in coolers before setup so the drinks are cold when the music starts.

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