Dance weekend shopping list

A dance weekend needs more than music and a clear floor. You will need tableware for shared meals, a reliable coffee and drinks setup, cooling for chilled goods, and practical equipment for two full days. Plan quantities around your confirmed guest count, then add a small buffer for breakages and late arrivals. This list also helps you spot items that are often arranged too late, such as cable protection, serving trays and spare music files.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Bar stoolsqty 8
Coat racksqty 4
Clothes hangersqty 100
Barrier postsqty 8

Tableware

Drinking glassesqty 120
Wine glassesqty 60
Coffee cupsqty 80
Platesqty 120
Bowlsqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving traysqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Music backup
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bain-mariesqty 2

Lighting

Spotlightsqty 6
String lightsqty 8
LED lightsqty 6

Decorations

Dance flagsqty 8
Backdrop cloth
Balloon archesqty 2
Tableclothsqty 12
Name badgesqty 100
Directional signsqty 12
Cocktail table coversqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving spoonsqty 8
Pliersqty 6
Thermos flasksqty 6
Food containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still water - 10 bottles
- Sparkling water - 10 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 crates
- Beer - 6 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 15 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini wraps - 8 packs
- Butter - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Chicken breast slices - 2 kilograms
- Smoked salmon - 1 kilogram
- Eggs - 60 pieces
- Chickpeas - 8 cans
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Lettuce - 8 heads
- Arugula - 6 bags
- Avocados - 20 pieces
- Red onions - 2 kilograms
- Olives - 6 jars
- Corn - 6 cans
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Oranges - 6 kilograms
- Strawberries - 4 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Rice cakes - 6 packs
- Mixed nuts - 4 kilograms
- Raisins - 2 kilograms
- Muesli bars - 100 pieces
- Dark chocolate - 2 kilograms
- Cookies - 8 packs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Pasta - 6 kilograms
- Pesto pasta - 4 jars
- Pasta salad - 8 kilograms
- Wrap filling - 8 kilogram
- Yogurt - 8 kilograms
- Granola - 3 kilograms
- Honey - 2 jars
- Ketchup sachets - 100 pieces
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper lunch bags - 100 pieces
- Storage containers - 30 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 60 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs

Tips

Count glasses, cups and plates for the busiest meal rather than the average moment. A practical starting point is one complete place setting per attendee, plus 10% spare tableware for breakages and delayed washing.
Plan coffee service by session. For a group of 40, prepare at least 40 cups, 40 teaspoons and enough coffee and hot water for the morning break and the afternoon break, rather than relying on one refill.
Keep chilled goods in coolers until they are needed, especially when shopping happens before the venue opens. Collect refrigerated items as close to setup time as possible and allow at least 30 minutes to arrange them safely.
Protect every cable crossing a walking route with cable mats and bring more extension cords and power strips than the equipment count suggests. Test the mixer, speakers, microphones and backup music before participants arrive.
Set aside practical arrival and comfort items, including coat racks, hangers and barrier posts. These are easy to overlook when ordering food, but they prevent coats, queues and equipment cables from spreading into the dance area.

Frequently asked questions

What do I need to buy for a dance weekend?: Plan tableware, drinks and coffee supplies, chilled storage, serving trays, lighting and equipment accessories. For each attendee, allow one place setting and one drinking glass, then add about 10% spare items.
How many glasses do I need for a dance weekend?: Use the busiest service period as your calculation point. For 40 guests, start with 40 drinking glasses plus 4 spare; add wine glasses separately if wine is served.
How much coffee should I buy for a two-day dance weekend?: Calculate coffee for every planned break on both days, not just breakfast. For 40 people and two coffee breaks per day, prepare supplies for roughly 160 servings, with extra for instructors and volunteers.
When should I buy chilled food for a dance weekend?: Buy or collect chilled goods on the event day whenever possible, ideally within 2 hours of serving. If that is not practical, keep them in coolers and check that they remain cold before opening the venue.

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