Dance recital shopping list
A dance recital needs more than costumes and music. Plan what performers, visitors and the backstage team will use before, during and after the show: drinks, serving ware, seating, changing-room equipment, sound, lighting and signs. Buy disposable or shared supplies early, especially cups, plates, hangers, tape and batteries if needed. Use your attendance figures to calculate catering, then add a small buffer so the last group of performers and late arrivals are covered.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 120
- Tablesqty 10
- Dressing room racksqty 6
- Clothes hangersqty 120
- Mirrorsqty 4
- Waste binsqty 8
Equipment
- Speakersqty 2
- Mixer
- Wireless microphonesqty 2
- Music player
- Laptop
- Extension cordsqty 6
- Power stripsqty 6
- Gaffer tapeqty 4
Lighting
- LED panelsqty 4
- Light standsqty 4
- Emergency lightsqty 4
Decorations
- Backdrop cloth
- Balloonsqty 100
- Buntingqty 8
- Plantsqty 6
- Chalkboardsqty 4
- Directional signsqty 12
Tableware
- Glassesqty 140
- Coffee cupsqty 80
- Platesqty 140
- Cutlery setsqty 140
- Serving traysqty 12
- Serving jugsqty 8
Kitchen
- Coolersqty 6
- Thermos flasksqty 6
- Kettlesqty 3
- Cutting boardsqty 4
- Bread knivesqty 3
- Storage binsqty 12
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Cleaning glovesqty 8
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 100 pieces
- Herbal tea - 30 bags
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Herbal tea honey - 2 jars
- Mini water - 48 bottles
- Baguettes - 12 pieces
- Mini sandwiches - 120 pieces
- Wholemeal bread - 6 loaves
- White rolls - 60 pieces
- Whole wheat rolls - 40 pieces
- Butter - 4 packs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Chicken breast slices - 2 kilos
- Back ham - 2 kilos
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Strawberries - 3 kilos
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salt breadsticks - 8 packs
- Rice cakes - 6 packs
- Mini muffins - 120 pieces
- Cookies - 10 packs
- Brownies - 80 pieces
- Gluten-free cookies - 4 packs
- Vegan muffins - 30 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Cocktail sticks - 2 boxes
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Stir sticks - 200 pieces
- Sugar sachets - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Toilet freshener - 4 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs
Tips
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill them in coolers before doors open and keep a separate supply backstage.
- Allow one chair per seated visitor, plus a few extra for late arrivals or reserved guests. Set out enough cups, plates and cutlery for the full audience and add 10% to cover spills and replacements.
- Provide at least one hanger for every costume that must stay on a rack, and label each hanger by dance group. Put mirrors, racks and clothing supplies in the dressing room before the final rehearsal.
- Pack several rolls of gaffer tape, not just one. Use it to secure extension cords, mark floor positions and keep cables away from entrances; test every power strip and audio connection before the rehearsal.
- Prepare directional signs for the entrance, auditorium, toilets and dressing rooms at least one day ahead. Check that the presenter has the programme, microphones work, and the music player and laptop both contain the final files.
Frequently asked questions
- How many drinks do I need for a dance recital?
- Budget two to three drinks per person for the first hour, then one drink per person for every extra hour. For 100 visitors at a two-hour recital, that means roughly 300 to 400 drinks, depending on the weather and whether performers drink from the same supply.
- What should I buy for a dance recital backstage?
- Plan racks and one labelled hanger per costume, mirrors, waste bins, gaffer tape, extension cords, power strips and emergency lighting. Have these supplies in place at least 60 minutes before performers arrive so costume changes do not compete with setup.
- How many plates, cups and cutlery sets are needed for a dance recital?
- Start with one plate, one cup and one cutlery set per catering guest, then add 10% for replacements. For 80 guests, prepare at least 88 of each item, unless some items are reserved only for performers or staff.
- When should I buy supplies for a dance recital?
- Buy non-perishable tableware, tape, signs and decorations 7 to 14 days before the recital. Purchase chilled drinks and fresh snacks 1 to 2 days beforehand, then check the sound, lighting and power equipment during the final rehearsal.
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