What you need for a dance performance

A dance performance needs more than a stage and a playlist. Plan for audience seating, a clear backstage changing area, reliable sound and lighting, and practical items that keep cables, costumes and visitors under control. This shopping list covers the equipment, furniture, décor and refreshments to arrange before the event. Check technical requirements with the dance group before buying or hiring anything, because speaker, microphone and floor needs can vary.

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What to bring

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

Furniture

Chairsqty 180
Bistro tablesqty 12
Buffet tablesqty 6
Coat racksqty 4
Foldable tablesqty 4
Changing room chairsqty 20
Clothes hangersqty 200

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop for music
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffa tapeqty 6
Dance floor panelsqty 24
Mirror panelsqty 4
Fansqty 4
Cash drawer
Payment terminal
Ticket scannerqty 2
Cable traysqty 12
Spare batteriesqty 40
Flashlightsqty 6
Walkie-talkiesqty 8
Power banksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Battery lanternsqty 8

Decorations

Backdrop clothqty 2
Black curtainsqty 6
Wayfinding signsqty 8
Tableclothsqty 12
Vasesqty 20
Artificial flowersqty 20
Program standsqty 4

Tableware

Water glassesqty 220
Wine glassesqty 180
Coffee cupsqty 120
Platesqty 220
Pastry forksqty 220
Coffee spoonsqty 120
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 24
Serving boardsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Ice packsqty 24
Bottle openersqty 6
Corkscrewsqty 4
Aluminum foilqty 4
Food storage containersqty 12
Cutting boardsqty 4
Serving tongsqty 12
Scissorsqty 6
Measuring cupsqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Pilsener - 6 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Beer glasses - 200 pieces
- Toast - 12 packs
- Baguettes - 12 pieces
- Crackers - 10 packs
- Butter - 4 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Brie - 3 kilograms
- Mild cheese - 3 kilograms
- Goat cheese - 1 kilogram
- Liver sausage - 1 kilogram
- Salami - 2 kilograms
- Turkey breast - 2 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Bell peppers - 12 pieces
- Grapes - 5 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Bananas - 30 pieces
- Strawberries - 4 kilogram
- Walnuts - 1 kilogram
- Cashews - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 packs
- Olives - 8 jars
- Pickles - 6 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Honey - 2 jars
- Cookies - 12 packs
- Brownies - 8 trays
- Mini muffins - 8 boxes
- Apple pie - 6 pieces
- Whipped cream - 12 cans
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan wraps - 4 packs
- Vegan cheese - 1 kilogram
- Napkins - 800 pieces
- Paper cups - 300 pieces
- Straws - 300 pieces
- Stirrers - 300 pieces
- Tea filters - 300 pieces
- Coffee filters - 200 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage Bags - 8 rolls
- Aluminum trays - 30 pieces
- Plastic wrap - 4 rolls
- Hand soap - 6 bottles

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 30
Trash binsqty 10
Waste sorting binsqty 4

Safety

First aid kitsqty 2
Non-slip matsqty 12
Bollardsqty 12
Barrier tapeqty 4
Fire extinguishersqty 2

Paper goods

Program leafletsqty 220
Name badgesqty 60
Pensqty 30
Clipboardsqty 6
Ticket rollsqty 4
Cash box

Tips

Confirm the dance group’s technical requirements before ordering sound equipment. Allow at least one active speaker setup, the required mixer and microphones, plus extension cords, power strips and gaffa tape for a safe installation.
Plan the audience layout before collecting chairs and tables. Count one chair per expected guest, then reserve space for aisles, the performance area, buffet tables and coat racks rather than filling the room wall to wall.
Prepare the changing room as a separate work area. Provide chairs and clothes hangers, and check the room at least 2 hours before doors open so costumes, bags and performers do not end up in the audience area.
Do not leave lighting and visibility until the final setup. Arrange LED spotlights, light stands, mood lighting or battery lanterns early enough to test the performance area, entrances and wayfinding signs before visitors arrive.
Buy refreshments to match the confirmed registration count, including dietary requirements. Chill drinks several hours before the performance, and set out snacks and buffet supplies before the audience begins arriving.

Frequently asked questions

What equipment do I need for a dance performance?: At minimum, check whether you need active speakers, a mixer, a laptop for music, microphones, DI boxes and suitable cables. Confirm the exact technical list with the dance group at least 1 week before the performance.
How many chairs do I need for a dance performance?: Plan one chair for every registered audience member, then add a small buffer if the venue allows it. Finalise the seating plan at least 2 days before the event so you can identify missing chairs and keep clear aisles.
What should I prepare backstage for dancers?: Provide changing room chairs, clothes hangers and a clearly marked changing area. Have the room ready at least 2 hours before the first performance so dancers can change and organise costumes without crossing through the audience space.
When should I buy drinks and snacks for a dance performance?: Buy them after registrations and dietary requirements are confirmed, usually 3 to 7 days before the event. Chill drinks several hours beforehand and prepare snacks before doors open, not during the performance.

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