Dance party shopping list

A dance party needs more than drinks and a playlist. This shopping list covers the practical supplies guests use throughout the night, from reusable glasses and servingware to ice, cooling equipment and audio cables. Plan quantities around your guest count and check what the venue already provides before buying anything. Drinks, ice, snacks and technical supplies are the items most often left until the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Coat racksqty 2
Stoolsqty 12

Tableware

Reusable drinking glassesqty 120
Reusable wine glassesqty 60
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Pliersqty 6
Coolersqty 4
Ice containersqty 4
Coffee potsqty 3
Kettlesqty 2
Thermos flasksqty 4

Equipment

Active speakersqty 2
Subwoofer
Audio mixer
DJ controller
Music laptop
Microphoneqty 2
Speaker standsqty 2
Audio cablesqty 6
Cable reelsqty 3
Power stripsqty 6

Lighting

LED light setsqty 4
String lightsqty 6
Extension cordsqty 6

Decorations

Balloonsqty 150
Balloon ribbonqty 3
Buntingqty 10
Tableclothsqty 8
Wayfinding signsqty 6
Adhesive stripsqty 4

Cleaning

Broomqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sprite - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Fruit juice - 8 packs
- Beer - 10 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé wine - 8 bottles
- Red wine - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Stir sticks - 200 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salsa - 6 jars
- Salted peanuts - 5 bags
- Party nuts - 5 bags
- Olives - 6 jars
- Pickles - 4 jars
- Cheese cubes - 4 kilo
- Brie - 2 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Hummus - 3 kilos
- Garlic sauce - 2 kilos
- Barbecue sauce - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Baguettes - 20 pieces
- Wraps - 8 packs
- Cream cheese - 2 kilo
- Herb butter - 2 kilo
- Vegan snacks - 8 platters
- Gluten-free crackers - 6 packs
- Allergen labels - 2 rolls
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Plastic storage containers - 20 pieces
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Disinfectant spray - 2 bottles

Tips

Allow two to three drinks per guest for the first hour, then one drink per person per hour. Buy or arrange extra water, and chill drinks at least six hours before guests arrive.
Plan one reusable drinking glass per guest plus 10–15% extra, so a 40-person party needs about 44–46 glasses. Add wine glasses only if wine is part of the drinks plan.
Buy ice on the day of the party: allow roughly 1–2 kg per 10 guests for serving and cooling, and more if drinks will be stored in ice containers instead of refrigerators.
For snacks, prepare at least 4–6 bite-sized portions per guest for a short party and 8–12 for an evening event. Set out serving bowls, platters, spoons, plates and napkins before the music starts.
Check the audio setup no later than 48 hours beforehand. Confirm the active speakers, subwoofer, mixer, DJ controller, microphone, speaker stands, audio cables and cable reels all connect, and bring spare cables if available.

Frequently asked questions

How much food do I need for a dance party?: For a party without a full meal, plan 8–12 small portions per guest over the evening. For 40 guests, that means about 320–480 portions, spread across several snack options.
How many drinks should I buy for a dance party?: Budget two to three drinks per person for the first hour and one per person for each additional hour. For 40 guests over four hours, that is approximately 200–240 drinks, including non-alcoholic options and water.
When should I buy ice for a dance party?: Buy ice on the day of the party, ideally within four hours of opening. Keep it in coolers or ice containers and separate ice used for chilling bottles from ice that goes into glasses.
What audio equipment do I need for a dance party?: A basic setup needs active speakers, speaker stands, an audio mixer or DJ controller, a music laptop, audio cables and cable reels. Test every connection at least 48 hours before the event and again when the venue opens.

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