Dance party shopping list

A dance party needs more than music and drinks. Use this shopping list to cover the bar, serving area, seating, sound system, lighting and decorations before setup begins. Plan quantities from your final guest list, then check power access and equipment compatibility before buying or borrowing anything. Drinks and ice are easy to underestimate, while extension cords, cable reels and spare batteries are often forgotten until guests arrive.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Bar stoolsqty 6
Tableclothsqty 8
Coat racksqty 2
Bollardsqty 6
Coat hangersqty 100

Tableware

Reusable drinking glassesqty 100
Wine glassesqty 30
Coffee cupsqty 30
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Equipment

Active speakersqty 2
Mixer
DJ controller
Microphoneqty 2
Laptop
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Fire extinguishersqty 2
First aid kits
Flashlightsqty 3
Spare audio cablesqty 6
Laptop stand

Lighting

LED light barsqty 4
Disco lightsqty 2
Atmosphere lightsqty 8
Batteriesqty 24

Decorations

Balloonsqty 150
Balloon arch
Buntingqty 10
Confetti-free table decorqty 8
Photo backdrop
Photo propsqty 20
Adhesive stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Frying pansqty 2
Thermos flasksqty 3

Cleaning

Broomqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 8
Pedal binsqty 4
Microfiber clothsqty 12
Floor squeegeesqty 2

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Orange juice - 8 packs
- Apple juice - 6 packs
- Iced tea - 8 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 120 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 4 bottles
- Vodka - 3 bottles
- Gin - 2 bottles
- Rum - 2 bottles
- Tequila - 1 bottle
- Liqueur - 2 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Limes - 3 kilos
- Mint - 6 bunches
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snack mix - 6 bags
- Peanuts - 4 bags
- Olives - 6 jars
- Cheese cubes - 3 kilo
- Sausage cubes - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 8 tubs
- Garlic sauce - 4 bottles
- Salsa sauce - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Baguettes - 12 pieces
- Butter - 4 packs
- Napkins - 500 pieces
- Straws - 200 pieces
- Coffee filters - 2 packs
- Cocktail sticks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Garbage bags - 3 rolls

Tips

Plan around two to three drinks per guest for the first hour, then one to two per hour after that. Add non-alcoholic options for at least one drink per guest per hour.
For tableware, count one drinking glass and one plate per guest, then add 10% extra. Provide separate wine glasses and coffee cups only if both will be served.
Match the sound setup to the room: test the active speakers, mixer, DJ controller, laptop and microphone together at least one day before the party.
Measure the distance from the power outlets to the sound and lighting positions before buying cables. Keep extension cords, power strips and cable reels separate from guest walkways.
Buy or collect decorations and batteries at least two days ahead. Inflate balloons and assemble the balloon arch on the day of the party, while keeping table decor clear of the dance floor.

Frequently asked questions

How much food and drink do I need for a dance party?: For drinks, allow two to three per person in the first hour and one to two per hour after that. For snacks, prepare roughly 150–250 grams per guest, depending on whether a meal is served.
How many glasses and plates should I buy for a dance party?: Provide one drinking glass and one plate per guest, plus 10% extra for breakage or replacements. If you serve wine and coffee, count those cups separately rather than relying on the same glassware.
When should I test the dance party sound and lights?: Test the speakers, mixer, DJ controller, laptop, microphone and lighting at least 24 hours before the event. Do a shorter sound check again 2–3 hours before guests arrive.
What do people usually forget for a dance party?: Commonly missed items include ice, non-alcoholic drinks, spare batteries, power strips and cable reels. Check these supplies 1–2 days before the party, not during final setup.

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