What to Buy for a Dance Workshop

Plan more than music and a clear floor when shopping for a dance workshop. Participants need water, comfortable breaks and a simple check-in, while the instructor needs reliable sound, lesson files and enough space for movement. This list covers the practical supplies for registration, refreshments, warm-ups and room setup. Check quantities against your final participant count, then buy or collect everything at least one day before the workshop.

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What to bring

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

Furniture

Chairsqty 35
Tablesqty 6
Registration desk
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Sports equipment

Dance matsqty 30
Resistance bandsqty 30
Towelsqty 35

Equipment

Bluetooth speakersqty 2
Wireless microphone
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Phone tripod

Tableware

Reusable drinking cupsqty 40
Reusable platesqty 40
Reusable cutleryqty 40
Serving plattersqty 6
Serving tongsqty 4
Water jugsqty 4

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Thermos flasksqty 3

Decorations

Tableclothsqty 6
Name badgesqty 35
Pensqty 10
Directional signsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketqty 2
Reusable cleaning clothsqty 10

Catering

Groceries
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Coffee - 2 packs
- Tea - 2 boxes
- Semi-skimmed milk - 4 liter
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Lemons - 6 pieces
- Multigrain bread - 6 loaves
- White rolls - 40 pieces
- Whole wheat wraps - 30 pieces
- Young cheese - 2 kilograms
- Hummus - 1 kilogram
- Turkey breast - 1 kilogram
- Cream cheese - 750 grams
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Red onions - 6 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Rice cakes - 4 packs
- Muesli bars - 40 pieces
- Cookies - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 200 pieces
- Garbage bags - 30 pieces
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Floor cleaner - 1 bottle
- Sponges - 6 pieces

Tips

Plan one reusable drinking cup per participant, plus 10% extra for late additions or misplaced cups. Provide water in jugs and chill drinks before guests arrive.
Prepare one name badge and one pen for each participant, with at least 10 spare badges and 5 spare pens at the registration desk.
Allow roughly one chair for every participant who may need a break, plus seating for the instructor and registration team. Keep tables outside the dance area so the floor stays clear.
Test the Bluetooth speakers, wireless microphone, laptop, projector and extension cords at least 24 hours beforehand. Bring power strips and keep cables along the edges of the room, never across the dance floor.
Buy or collect towels, dance mats and resistance bands before the final participant list closes. Have one towel per active participant and check that the mats and bands are clean and undamaged.

Frequently asked questions

How much water do I need for a dance workshop?: Plan at least 1 litre of water per participant for a workshop of up to 3 hours, plus 10% extra. Use water jugs and reusable cups so people can refill during breaks.
How many name badges and pens should I buy?: Prepare one name badge per registered participant, 10 spare badges, and at least 1 pen for every 10 participants. Buy or print them after registration closes, ideally 1 day before the workshop.
What sound equipment do I need for a dance workshop?: You need Bluetooth speakers, a laptop with the lesson files, and a wireless microphone if the room is large. Test every connection at least 24 hours before the session and bring extension cords and power strips.
How many towels and dance mats do I need?: Plan 1 towel per participant who will exercise on the floor, plus 10% extra. Provide enough dance mats for the floor-based exercises in the lesson plan, and inspect them before participants arrive.

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