What to Buy for a Dance Night

A dance night needs more than drinks and music. You’ll need enough reusable glasses, serving items, cooling space, power connections and lighting to keep the room working once the dancing starts. This shopping list covers the practical supplies for serving food and drinks, setting up the dance floor, and running sound and decorations. Check what the venue already provides before buying anything, especially tables, chairs, cables and power strips.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 60
Coat racksqty 2
Clothes hangersqty 70
Buffet tablesqty 3

Equipment

Active speakersqty 2
Mixer
Wireless microphone
Music player
Speaker cablesqty 2
Power stripsqty 4
Extension cordsqty 4

Lighting

LED light garlandsqty 4
Spotlightsqty 4
Batteriesqty 24

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Table décorqty 6
Tapeqty 4
Ropeqty 2

Tableware

Reusable drinking glassesqty 80
Reusable wine glassesqty 40
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 3
Bottle openersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Beer - 5 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Non-alcoholic wine - 2 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Ice cubes - 12 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Snack mix - 4 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 3 kilos
- Apples - 4 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Crackers - 6 packs
- Mini wraps - 6 packs
- Chicken breast topping - 1 kilo
- Grated cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cocktail sauce - 2 bottles
- Napkins - 250 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Kitchen gloves - 2 boxes

Tips

Plan around two to three drinks per person for the first hour, then one to two drinks per person for each additional hour. Chill drinks in coolers at least four hours before guests arrive.
Allow one reusable drinking glass per guest plus 10% extra, and provide wine glasses only if wine is being served. Keep at least two serving bowls and two serving platters available for a buffet.
Bring one power strip and one extension cord for each separate equipment area, and add spare speaker cables. Test the active speakers, mixer, music player and microphone before guests arrive.
Use one coat-rack position or hanger for every guest if coats will stay indoors. This is often forgotten when the venue has limited entrance storage.
Buy or pack spare batteries for every light that uses them, plus tape and rope for securing LED garlands, bunting and cables. Set up decorations after the dance floor and sound equipment have been placed.

Frequently asked questions

How many glasses do I need for a dance night?: Plan one reusable drinking glass per guest, plus 10% extra for replacements and glasses left around the room. If you serve wine, add one wine glass per expected wine drinker rather than buying one for every guest.
How much ice and cooling space do I need for a dance night?: Use enough coolers to hold the drinks for the first two hours before restocking. As a practical starting point, allow about 1 kg of ice per 10 guests and refill the coolers during the evening.
When should I buy supplies for a dance night?: Buy non-perishable supplies such as tableware, tape, decorations and cables at least 3 to 5 days beforehand. Buy chilled drinks and other perishables 1 day before, then chill the drinks for at least 4 hours.
What audio and lighting equipment do I need for a dance night?: For a basic setup, use two active speakers, a mixer, a music player, speaker cables, power strips and extension cords. Add LED light garlands or spotlights, and test all sound and lighting equipment at least 2 hours before opening.

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