What do you need for a dance workshop?

A dance workshop needs more than music and an open floor. Plan for clear floor markings, reliable sound, participant check-in, water, and a few practical items that keep the room safe and easy to manage. This shopping list covers equipment, serving supplies, workshop materials, signs, and cleaning items. Quantities depend on your group size, but the guidelines below help you avoid running short or discovering missing essentials when participants arrive.

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What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 70
Coat rackqty 2
Waste binsqty 4

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 8

Equipment

Wireless speakersqty 2
Laptop
Wireless microphone
Extension cordsqty 3
Power stripsqty 4
Charging cablesqty 4

Sports equipment

Floor markingsqty 20
Dance ribbonsqty 20
Stopwatchqty 2

Decorations

Tableclothsqty 6
Welcome banner
Directional signsqty 6
Name badgesqty 70

Kitchen

Thermos flasksqty 4
Coolersqty 3
Ice packsqty 12
Serving tongsqty 6
Bowlsqty 10

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Lighting

LED lightsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 8 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted crackers - 6 packs
- Rice cakes - 5 packs
- Mini pretzels - 4 bags
- Popcorn - 5 bags
- Muesli bars - 70 pieces
- Bananas - 70 pieces
- Apples - 70 pieces
- Grapes - 6 bunches
- Cucumbers - 8 pieces
- Carrots - 5 bags
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Herb cream cheese - 4 tubs
- Wholemeal wraps - 8 packs
- Cheese slices - 5 packs
- Turkey breast - 4 packs
- Vegan spread - 4 packs
- Paper towels - 6 rolls
- Napkins - 8 packs
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Toilet paper - 24 rolls

Tips

Allow about 1 reusable cup and 1 plate per participant, plus 10% extra for breakage, misplaced items, or late arrivals. Prepare at least one water jug for every 10 people and refill it during the session.
Test the wireless speakers, laptop, microphone, extension cords, and power strips at least 24 hours before the workshop. Charge every device and bring the correct charging cables rather than assuming the venue has spares.
Mark the dance area before participants arrive. Use enough floor markings to show the boundaries and keep a clear route between the dance floor, tables, chairs, and exit.
Prepare one name badge for every registered participant, plus 5 spare badges. Pack the badges, printed programs, dance ribbons, and stopwatch together so the workshop leader can reach them without unpacking the whole setup.
Bring cleaning supplies even if the venue normally provides them. A broom, mop, and bucket are especially useful after a session with floor markings, spilled drinks, or materials that shed during movement.

Frequently asked questions

What equipment do I need for a dance workshop?: At minimum, plan for wireless speakers, a laptop with the playlist, a wireless microphone, extension cords, power strips, and charging cables. Test the complete setup at least 24 hours before the workshop and again when you open the venue.
How many cups and plates do I need for a dance workshop?: Allow one reusable cup and one plate per participant, then add 10% extra. For 30 participants, that means 33 cups and 33 plates; also provide at least three water jugs and enough cutlery for the same number of people.
How many name badges should I prepare?: Prepare one badge per registered participant and five spare badges. Print them no later than the day before the workshop, so missing names or late registration changes can still be corrected.
What should I bring to mark the dance floor?: Bring floor markings sized for the planned workshop area and set them out before participants enter. Check the layout at least 30 minutes before the start, leaving clear access to the tables, chairs, and exits.

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