What to buy for a dance show

A dance show needs more than costumes and a stage. This shopping list covers the practical items that keep registration, audience seating, refreshments and performances moving on time. Plan tableware for the expected audience, plus spare supplies for performers and crew. Technical backups are easy to forget, especially USB sticks, a spare laptop, extension cords and gaffer tape. Check the venue setup before shopping so you do not buy equipment that is already available.

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What to bring

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

Furniture

Folding chairsqty 180
Foldable tablesqty 10
Reception tablesqty 3
Coat racksqty 3
Clothes hangersqty 220
Tableclothsqty 10

Equipment

Active speakersqty 4
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
Laptop for music
Spare laptop
Distribution boxesqty 8
Extension cordsqty 12
Gaffer tapeqty 6
Stage floor panelsqty 24
Backdrop
Laptop stand
USB sticksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Stage lightingqty 4

Tableware

Water glassesqty 200
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 200
Pastry forksqty 200
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6
Ice containersqty 4

Decorations

Welcome sign
Program standsqty 4
Decorative clothsqty 8
Artificial flower arrangementsqty 8
Directional signsqty 10
Name badgesqty 60

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Glovesqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Rosé - 8 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Lemons - 12 pieces
- Cucumbers - 8 pieces
- Grapes - 5 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini wraps - 8 packs
- White casino bread - 6 loaves
- Whole wheat casinobread - 6 loaves
- Mini croissants - 100 pieces
- Mini chocolate rolls - 80 pieces
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Herb cheese - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Back ham - 1 kilo
- Smoked chicken breast - 1 kilo
- Smoked salmon - 750 grams
- Arugula - 6 bags
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Olives - 4 jars
- Sun-dried tomatoes - 3 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilos
- Rice crackers - 6 packs
- Cookie assortment - 6 packs
- Brownies - 100 pieces
- Gluten-free crackers - 4 packs
- Gluten-free wraps - 4 packs
- Vegan spread - 2 kilos
- Vegan wraps - 4 packs
- Plant-based milk - 4 liters
- Lactose-free milk - 4 liters
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Dishwasher tablets - 1 box
- Hand soap - 6 dispensers
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Cocktail sticks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Bread bags - 2 packs
- Labels - 2 packs

Tips

Count chairs for every audience member, performer waiting area and crew seat, then add about 5% spare capacity. Arrange folding chairs only after the floor plan is confirmed.
For a reception or interval, buy enough water, coffee and other drinks for the full audience, with extra cups and glasses for performers and crew. Chill drinks before doors open rather than during registration.
Pack at least two USB sticks containing the checked music files, and bring a spare laptop with the correct adapters. Keep the backup separate from the main laptop so one problem does not affect both copies.
Buy extension cords, distribution boxes and gaffer tape together instead of piecemeal. Bring more cable length than the room seems to need, and tape every cable crossing before the audience enters.
Do not leave name badges, audience cards, tablecloths and serving utensils until show day. Put these small items in one labelled reception box, while lighting and audio equipment stay in separate boxes for faster unloading.

Frequently asked questions

What do I need to buy for a dance show?: Plan for seating, reception and catering supplies, tableware, signage materials, stage and backdrop items, audio equipment, lighting and cable management. The exact quantity depends on audience size, number of performers and what the venue already provides; confirm those three figures before shopping.
How many chairs do I need for a dance show?: Provide one chair per expected audience member, plus seats for performers or crew who will sit outside the performance area. Add around 5% spare capacity, so an audience of 100 requires at least 105 chairs before extra backstage seating.
How many drinks and cups should I buy for a dance show?: For the first hour, allow roughly two to three drinks per person, then adjust for the length of the programme and whether drinks are served during an interval. Buy at least 10% extra cups or glasses because they are often misplaced or used by performers and crew.
When should I buy the supplies for a dance show?: Buy non-perishable items such as gaffer tape, USB sticks, name badges and tableware at least 7 days before the show. Order catering and chilled drinks early enough to confirm delivery, then chill the drinks on the day before doors open.

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