What to Buy for a Dance Performance

Use this shopping list to prepare the audience area, backstage spaces, catering and technical setup for a dance performance. Plan seating and serving items from your confirmed guest count, then add equipment for music playback, microphones and stage lighting. Small items such as spare batteries, extension cords and gaffer tape are easy to overlook but can delay the technical rehearsal. Check every quantity against the venue layout and the number of performers before shopping.

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What to bring

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

Furniture

Audience chairsqty 180
Foldable tablesqty 12
Beer tablesqty 4
Changing room chairsqty 20
Clothes racksqty 6
Wardrobe tablesqty 2
Coat racksqty 4
Waste binsqty 8

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Small platesqty 80
Dinner platesqty 80
Dessert platesqty 100
Cutlery setsqty 100
Serving traysqty 20
Pitchersqty 12
Coffee potsqty 6
Teapotsqty 4

Equipment

Laptopsqty 2
Music playback devicesqty 2
Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Spare flashlightsqty 6

Decorations

Backdrop clothqty 2
Decorative clothsqty 8
Flower arrangementsqty 10
Tableclothsqty 12
Stage signsqty 10
Directional signsqty 12
Balloonsqty 100
Balloon pumpqty 2
Ropeqty 2
Painter's tapeqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 6
Food warmersqty 4
Thermos flasksqty 8
Induction platesqty 2
Kettlesqty 3
Corkscrewsqty 3
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8
Waste binsqty 4
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 120 bags
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 15 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa sauce - 6 jars
- Olives - 4 jars
- Mixed nuts - 4 kilograms
- Mini cucumbers - 4 kilograms
- Carrots - 3 kilograms
- Grapes - 5 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Mini sandwiches - 220 pieces
- Whole wheat wraps - 40 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Breaded chicken breast - 1 kilogram
- Smoked salmon - 1 kilogram
- Vegan spread - 1 kilogram
- Lettuce - 2 kilograms
- Tomatoes - 3 kilograms
- Cucumbers - 3 kilograms
- Red onion - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Pasta salad - 8 kilograms
- Green salad - 6 kilograms
- Sandwiches - 240 pieces
- Cookies - 6 packs
- Brownies - 120 pieces
- Vegan pastries - 40 pieces
- Gluten-free pastries - 20 pieces
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper straws - 250 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs
- Hand soap - 6 bottles
Bottle openersqty 4
Wine coolersqty 4
Drink dispensersqty 4
Serving traysqty 8
Coffee scoopsqty 4
Bread basketsqty 10
Tiered traysqty 6
Drink cratesqty 12
Ice packsqty 24
Food containersqty 250
Tray coversqty 8

Paperwork

Program leafletsqty 220
Participant badgesqty 80
Ticket listsqty 4
Pensqty 20
Clipboardsqty 6
Name stickersqty 100
Registration formsqty 100
Run sheetsqty 15
Sticky notesqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
High-visibility vestsqty 8
Cable matsqty 12
Fire extinguishersqty 4
Non-slip matsqty 10

Backstage

Mirrorsqty 6
Clothes hangersqty 100
Clothing coversqty 50
Makeup mirrorsqty 6
Makeup lightingqty 6
Collapsible cratesqty 20
Towelsqty 30
Garment bag labelsqty 100

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Protective blanketsqty 10

Tips

Count audience chairs from the confirmed registrations, then add 5–10% extra if the venue allows it. Keep a separate set of chairs for changing rooms so performers do not have to move audience seating.
For drinks, plan 2–3 servings per person for the first hour and about 1–2 servings for each additional hour. Match reusable glasses, coffee cups, pitchers and serving trays to the number of guests and service points.
Prepare backstage separately from the audience area: allow at least one changing-room chair per performer and enough clothes-rack space for costumes. Add wardrobe and coat-rack capacity before the venue opens, not during arrival.
Pack a technical backup kit with at least two spare battery sets per wireless microphone, extra extension cords and power strips, and several rolls of gaffer tape. Test every playback device, cable and speaker during the technical rehearsal.
Keep printed programs, name badges, dietary information and waste bins at the entrance and catering area before doors open. Place lighting stands and LED spotlights where they cannot block walkways or emergency access.

Frequently asked questions

What equipment do I need for a dance performance?: Plan for a laptop or other music playback device, a mixer, active speakers, wireless microphones, microphone stands, extension cords, power strips and gaffer tape. Keep at least two spare battery sets for each wireless microphone and test the full setup during the technical rehearsal.
How many chairs do I need for a dance performance?: Start with one audience chair per confirmed guest and add 5–10% spare capacity where possible. Count changing-room chairs separately: plan at least one chair per performer unless the venue already provides suitable seating.
How much food and drink should I buy for a dance performance?: For drinks, allow 2–3 servings per person during the first hour and 1–2 servings per person for each later hour. Order food only after collecting dietary requirements, ideally no later than 3–7 days before the performance.
What should I bring backstage for dancers?: Bring changing-room chairs, clothes racks, wardrobe tables and coat racks, with enough space for every performer and costume change. Label backstage areas and finish the setup at least 60 minutes before doors open so the room is ready before arrivals.

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