What You Need for a Dance Show

Use this shopping list to prepare the practical side of a dance show, from seating and stage equipment to dressing-room supplies, lighting and refreshments. Check the venue’s existing inventory before buying or booking anything, especially speakers, microphones, mirrors and power equipment. Keep duplicate music files on two USB sticks and have extension cords, power strips and gaffer tape ready before setup day. Order or reserve specialist equipment at least two to four weeks before the show.

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What to bring

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

Furniture

Folding chairsqty 180
Foldable tablesqty 12
Reception tablesqty 2
Clothes racksqty 4
Bar stoolsqty 6
Dressing room tablesqty 6
Dressing room chairsqty 12
Mirrorsqty 6

Equipment

Stage sections
Dance floor
Speakersqty 4
Amplifiersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Music playersqty 2
Laptop
USB sticksqty 2
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 4
Emergency lightsqty 4

Decorations

Backdrop cloth
Decorative clothsqty 8
Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Ballast weightsqty 8

Tableware

Glassesqty 220
Coffee cupsqty 100
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Pliersqty 8
Small bowlsqty 20

Cleaning

Waste binsqty 8
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Cleaning cart

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 20 pieces
- Ice cubes - 12 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Olives - 6 jars
- Cucumber - 12 pieces
- Cherry tomatoes - 8 trays
- Grapes - 6 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Baby carrots - 4 kilograms
- Hummus - 12 tubs
- Garlic sauce - 6 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Baguettes - 20 pieces
- Mini bake-at-home rolls - 200 pieces
- Unsalted butter - 2 kilograms
- Mild cheese - 3 kilograms
- Aged cheese - 2 kilogram
- Chicken breast slices - 2 kilogram
- Vegetarian spread - 12 tubs
- Jam - 6 jars
- Mini sandwiches - 240 pieces
- Wraps - 120 pieces
- Herb cheese - 12 tubs
- Ready-made pasta salad - 12 kilograms
- Potato salad - 8 kilograms
- Green salad - 8 kilograms
- Croutons - 4 bags
- Dressing - 6 bottles
- Mini quiches - 160 pieces
- Vegetarian samosas - 120 pieces
- Vegan falafel - 120 pieces
- Gluten-free crackers - 8 packs
- Vegan rolls - 40 pieces
- Gluten-free sandwich rolls - 30 pieces
- Vegan toppings - 12 packages
- Allergen labels - 2 rolls
- Muffins - 160 pieces
- Brownies - 120 pieces
- Cookies - 8 packs
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper straws - 300 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs

Tips

Count chairs from the expected audience size, then add 5–10% extra for late arrivals, guests and replacements. Allow separate tables for reception, refreshments and dressing rooms rather than using one table for every purpose.
Prepare two USB sticks with the final music files and test both on the actual music player or laptop at least 24 hours before the show. Do not wait until doors open to discover that a file format or connection does not work.
Plan at least one extension cord and one power strip for each separate technical area, then add 2–3 spare cables and several rolls or pieces of gaffer tape. Use cable trays wherever audience members or dancers could cross a cable route.
Provide mirrors, chairs and tables in every dressing area used by the performers, and bring clothes racks if costumes need to be changed during the programme. Label racks and tables before the groups arrive to prevent costumes and accessories from being mixed up.
Buy refreshments only after registrations and dietary requirements are processed. For the first hour, allow roughly 2–3 drinks per person, then add water and clearly marked options for specific dietary needs; collect anything that must stay chilled on the day of the show.

Frequently asked questions

How many chairs do I need for a dance show?: Use the confirmed audience number as your base and add 5–10% extra chairs. For 100 expected guests, prepare about 105–110 chairs, subject to the venue’s fire and seating rules.
How many USB sticks do I need for a dance show?: Use at least two USB sticks containing the same final music files. Test both copies at least 24 hours before the show and keep one as a backup with the event organiser or sound operator.
How much lighting equipment is needed for a dance show?: The exact number depends on the stage and programme, but plan the lighting package at least 2–4 weeks ahead. Confirm the number and position of LED spotlights, light stands, the light controller, work lights and emergency lights with the technical team before ordering.
When should I buy supplies for a dance show?: Buy consumables and refreshments after registrations close and dietary requirements are known, usually 3–7 days before the show. Reserve stages, sound equipment, lighting, mirrors and other specialist materials 2–4 weeks in advance.

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