What You Need for a Dance Performance

A dance performance needs more than costumes and a playlist. Plan for the audience, performers, quick changes, sound backup and a venue that can open and close smoothly. Use this shopping list to cover seating, changing areas, lighting, music, decorations, programmes and serving supplies. Check quantities against your audience size and number of dancers at least two weeks before the show, then keep technical backups together for rehearsal and performance day.

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What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Coat racksqty 3
Clothes hangersqty 180
Changing room benchesqty 8
Changing room screensqty 4

Equipment

Sound speakersqty 2
Music player
Spare laptop
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
USB sticksqty 3

Lighting

LED spotlightsqty 6
Light standsqty 3
Extension cordsqty 6

Decorations

Backdrop clothsqty 3
Decorative panelsqty 6
Decorative clothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Paper garlandsqty 8
Welcome sign
Program standsqty 4
Flower bouquetsqty 6

Tableware

Dinner platesqty 180
Dessert platesqty 180
Drinking glassesqty 220
Coffee cupsqty 80
Coffee spoonsqty 80
Forksqty 180
Cake forksqty 180
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8
Measuring cupsqty 2
Thermos flasksqty 6
Drink dispensersqty 4
Plattersqty 8
Clothes steamersqty 2
Sewing kitsqty 3

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea selection - 100 bags
- Black tea - 40 bags
- Herbal tea - 30 bags
- Green tea - 30 bags
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling drinks - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Ice cubes - 12 bags
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Mini cucumbers - 5 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell pepper strips - 3 kilos
- Hummus - 12 tubs
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Salted pretzels - 8 bags
- Rice cakes - 6 packs
- Crackers - 8 packs
- Whole wheat bread - 12 loaves
- White mini rolls - 180 pieces
- Whole grain mini rolls - 120 pieces
- Unsalted butter - 3 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus for sandwiches - 2 kilos
- Turkey breast - 3 kilos
- Raw ham - 2 kilos
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 10 heads
- Egg salad - 2 kilo
- Herb cream cheese - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Margarine - 2 tubs
- Mini currant buns - 120 pieces
- Mini muffins - 180 pieces
- Cookies - 12 packs
- Gluten-free crackers - 4 packs
- Gluten-free buns - 24 pieces
- Vegan sandwiches - 36 pieces
- Vegan toppings - 3 kilos
- Nut-free cookies - 6 packs
- Serving napkins - 600 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Paper straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 50 pieces
- Hand soap - 6 bottles
- Toilet paper - 48 rolls
- Disinfectant wipes - 6 packs

Tips

Plan at least one chair per audience member, then add a small reserve if the venue allows it. Count tables separately for registration, refreshments and programme materials rather than relying on audience seating tables.
Prepare one complete costume option for every dancer, plus repair materials and spare fastenings before the final fitting. Label costumes by performer and place each outfit together so quick changes do not depend on memory.
Keep the main music player, a spare laptop and the music files on at least two USB sticks. Test every file with the actual speakers no later than 48 hours before the performance, and tape extension cords down before the audience arrives.
Allow a changing area with benches and screens, and provide one clothes hanger for each costume that must stay ready. Set the costumes out in performance order at least 60 minutes before doors open.
Count plates and catering supplies from the confirmed guest list, including performers and volunteers who will eat. Chill drinks before opening the venue, and place the welcome sign, programme stands and printed programmes where arrivals will see them.

Frequently asked questions

What equipment do I need for a dance performance?: You need sound speakers, a music player, a spare laptop, microphones if announcements are planned, microphone stands, extension cords, power strips and gaffer tape. Keep music on at least two USB sticks and test the full setup 48 hours before the show.
How many chairs do I need for a dance performance?: Plan one chair for every expected audience member and add 5–10% spare capacity where space permits. Confirm the number after ticket sales close so the room layout matches the actual audience.
How many costumes should I prepare for a dance performance?: Prepare one complete costume for each dancer in every number they perform, including accessories and shoes. Finish try-ons and repairs at least 7 days before the performance, leaving time for replacements or alterations.
When should I set up a dance performance venue?: Allow at least 3 hours for seating, changing screens, decorations, lighting, sound checks and costume layout. Have the music and technical equipment ready 60–90 minutes before doors open, with the run sheet and backup files at hand.

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