Dance party shopping list: what to buy and bring

A dance party needs more than drinks and a playlist. This shopping list covers the practical items that keep the bar, buffet, dance floor, sound system and lighting running smoothly. Use your confirmed guest count to scale cups, plates, drinks and snacks, then check the venue before buying bulky equipment. The easily forgotten items are usually cable mats, power strips, ice, serving utensils and somewhere for guests to leave coats.

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What to bring

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

Furniture

Rectangular tablesqty 8
Chairsqty 30
Bar or buffet tablesqty 3
Clothes racksqty 2

Tableware

Reusable cupsqty 100
Wine glassesqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Active speakersqty 2
Mixer
DJ controller
Microphoneqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 4

Lighting

LED light setsqty 4
Atmosphere lightsqty 8
Cable matsqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 8
Photo backdrop
Photo wall accessoriesqty 20

Kitchen

Coolersqty 4
Ice cube traysqty 4
Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Kitchen tongsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setqty 2
Bucketsqty 3

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Limes - 12 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 5 bags
- Olives - 4 jars
- Cheese cubes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Hummus - 8 tubs
- Baguettes - 12 pieces
- Wraps - 60 pieces
- Hummus wraps - 30 pieces
- Chicken breast - 3 kilograms
- Herb cheese - 2 kilograms
- Lettuce - 6 heads
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Ice cubes - 20 kilograms
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces
- Rubber gloves - 4 pairs

Tips

Plan around two to three drinks per guest for the first hour, then about one drink per person per hour. Buy ice separately: chilled drinks and a working bar can use more than expected.
Match your tableware to the food you are serving. For a buffet, allow at least one plate, cup and cutlery set per guest, plus extra serving platters and tongs for each dish.
Test the complete sound setup before guests arrive, including active speakers, mixer, DJ controller, microphone, speaker stands and extension cords. Bring power strips and keep cables covered with cable mats.
Clear the dance floor before arranging tables and chairs. Leave the lighting equipment, atmosphere lights and stands where they cannot obstruct movement or escape routes.
Buy or borrow coat racks before invitations go out if the venue has limited storage. Add tablecloths, balloons, bunting and photo-wall accessories only after checking what the venue allows you to attach.

Frequently asked questions

How many drinks do I need for a dance party?: Plan for two to three drinks per person during the first hour and around one drink per person for every hour after that. Add extra water and non-alcoholic options, especially for a party lasting more than three hours.
How many cups and plates should I buy for a dance party?: Allow one reusable cup and one plate per guest as a minimum, then add about 10% extra for replacements and dropped items. Provide enough cutlery sets for the food being served and separate wine glasses if wine is on the menu.
What sound equipment do I need for a dance party?: A basic setup includes active speakers, speaker stands, a mixer, a DJ controller and extension cords. Test everything at least one day before the party and keep a microphone available for announcements.
How much ice do I need for a dance party?: Start with roughly 1 kilogram of ice per 10 guests for chilling drinks, then add more if drinks will be served over several hours or the venue is warm. Fill coolers before guests arrive and keep extra ice available during the event.

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