What to buy for a dance workshop

A dance workshop needs more than music and an open floor. Plan drinks and serving items for the full group, plus equipment that keeps the session moving when sockets or internet access are limited. You will also need practical supplies for registration, name badges, directions, and safety. Use the expected participant count to adjust quantities, then check the venue before buying bulky items such as tables, chairs, or dance mats.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Registration desk
Coat racksqty 2
Tableclothsqty 6

Equipment

Bluetooth speakersqty 2
Laptop
Extension cordsqty 4
Power stripsqty 4
Timer
Phone holder
Coffee maker
Kettlesqty 2

Kitchen

Thermos flasksqty 4
Water jugsqty 6
Serving traysqty 6
Serving spoonsqty 6

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50

Sports equipment

Dance matsqty 20
Resistance bandsqty 20
Marker discsqty 12

Safety

First aid kit
Cable traysqty 6

Decorations

Name badgesqty 50
Directional signsqty 6

Office

Clipboardsqty 3
Ballpoint pensqty 20
Waterproof markersqty 4
Rolls of tapeqty 3

Cleaning

Waste binsqty 4
Broomqty 2
Dustpansqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 12 bottles
- Flat mineral water - 24 bottles
- Apple juice - 6 packs
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Wholemeal buns - 50 pieces
- Gluten-free rolls - 8 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Turkey breast - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Iceberg lettuce - 4 heads
- Tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Vegetarian vegetable soup - 12 litres
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Whole grain cookies - 6 packs
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Floor cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

For drinks, allow two servings per person for the first hour and one serving per person for each additional hour. Add extra water, especially if the workshop includes energetic movement.
Prepare one name badge, one printed program, and one registration record per participant, plus 10% spare badges and printed copies for last-minute changes.
Bring at least two extension cords and power strips, and keep cables away from the dance floor with cable trays. Charge the laptop and speakers before leaving and save the playlist offline.
Match the floor equipment to the class: provide one dance mat per participant if exercises require individual space, and count resistance bands and marker discs before pickup.
Set aside first aid supplies and keep drinking glasses, water jugs, and serving trays ready before participants arrive. Coffee and tea equipment should be tested at least 30 minutes before opening.

Frequently asked questions

How many drinks do I need for a dance workshop?: Plan for two drinks per person during the first hour, then one per person for every additional hour. For 20 participants at a two-hour workshop, that means about 60 drinks, with extra water for active sessions.
How many chairs and tables are needed for a dance workshop?: Prepare one chair per registered participant if people need seating during breaks, plus two or three spare chairs. Use one registration desk and enough tables for refreshments, typically one table per 10 to 15 people.
What equipment should I bring for workshop music?: Bring a laptop with the playlist saved offline, Bluetooth speakers, a phone holder, charging cables, extension cords, and power strips. Test the complete setup at least 30 minutes before participants arrive.
When should I prepare name badges and printed materials?: Print the participant list, programs, and badges no later than the day before the workshop. Prepare 10% extra badges and programs so late registrations or damaged copies do not delay check-in.

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