What to buy for a dance performance

A dance performance needs more than speakers and a stage. This shopping list covers audience seating, reception service, performer changing areas, signage, lighting accessories and backup equipment. Plan drinks and servingware around your audience size, and check dietary requirements before buying food. Small items such as batteries, extension cords, USB sticks and gaffer tape are easy to forget but can delay the show when you need them most.

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What to bring

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

Furniture

Chairsqty 160
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 180
Dressing room tablesqty 4
Changing room chairsqty 16

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Spare laptop
USB sticksqty 3
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Batteriesqty 24

Decorations

Backdrop clothqty 2
Balloon archesqty 2
Tableclothsqty 12
Flower arrangementsqty 8
Directional signsqty 10
Program framesqty 4
Name badgesqty 40

Tableware

Reusable drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 80
Dinner platesqty 180
Pastry platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Corkscrewsqty 3
Waste binsqty 8

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Herb butter - 2 tubs
- Baguettes - 12 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Young cheese - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 4 kilogram
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Brownies - 160 pieces
- Mini cupcakes - 160 pieces
- Vegetarian quiches - 12 pieces
- Vegan pasta salad - 4 kilograms
- Mixed pasta salad - 6 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper straws - 250 pieces
- Coffee filters - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Trash bags - 80 pcs

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each following hour. Chill the drinks before guests arrive and keep a separate supply for performers and crew.
Bring one printed performance order and one crew schedule for each main work area, plus a few spare copies. Print them before the day so a dead laptop or missing file does not affect the running order.
Pack a spare laptop, at least two USB sticks and the required music files in separate places. Check every file on the playback laptop before the audience enters.
Count chairs, changing-room chairs and coat hangers against your registration list rather than estimating from the room. Add around 10% spare hangers and prepare directional signs for the entrance, audience area and changing rooms.
Test LED spotlights, active speakers, microphones and the mixer during setup, not just during soundcheck. Bring spare batteries, extension cords, power strips and gaffer tape so a loose cable or empty battery does not stop a performance.

Frequently asked questions

What drinks and cups do I need for a dance performance?: For the first hour, allow two to three drinks per guest, then one additional drink per person per hour. Match reusable drinking glasses, wine glasses and coffee cups to the way you will serve each drink, and add at least 10% extra cups.
How many chairs should I buy or bring for a dance performance?: Provide one chair for every registered audience member, unless your venue has fixed seating. Add 5% to 10% extra chairs where space allows, and count separate changing-room chairs for performers rather than using audience seating.
What should I bring as a backup for the music?: Bring a spare laptop and at least two USB sticks containing the checked music files. Keep one copy with the show operator and one with the event lead, and test playback no later than the soundcheck.
When should I buy supplies for a dance performance?: Buy shelf-stable catering supplies, tableware, decorations and backup equipment at least 3 to 5 days before the performance. Buy or collect chilled drinks within 24 hours of the event, and check batteries and cables during the final setup check.

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