What to buy for a dance workshop

A dance workshop needs more than music and an open floor. Plan drinks for breaks, simple snacks that can be eaten quickly, and serving items that keep registration and refreshments moving. You will also need practical supplies for names, directions, waste and cleanup, plus backup power and audio essentials. Use the participant count to scale quantities, then shop and chill perishable items 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 70
Foldable tablesqty 8
Registration desk
Clothes racksqty 2
Waste binsqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphone
Laptop
Laptop stand
Power stripsqty 4
Extension cordsqty 4
Audio cablesqty 4
Spare batteriesqty 2

Tableware

Reusable cupsqty 80
Platesqty 70
Coffee cupsqty 40
Cutlery setsqty 70
Serving plattersqty 8
Pitcherqty 4
Thermos flasksqty 3

Catering

Coolersqty 3
Water carafesqty 6
Serving traysqty 6
Groceries
- Still Water - 48 bottles
- Sparkling water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 liters
- Cola Zero - 6 liters
- Lemonade - 6 liters
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Herbal tea - 1 box
- Milk - 4 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Lemons - 8 pieces
- Apples - 6 kilos
- Bananas - 5 kilo
- Grapes - 3 kilos
- Mandarins - 4 kilo
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Salsa - 4 jars
- Rice cakes - 4 packs
- Wholegrain crackers - 4 packs
- Cheese - 2 kilos
- Cucumber - 8 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Decorations

Welcome sign
Direction signsqty 6
Tableclothsqty 8
Name stickersqty 80

Lighting

LED string lightsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4
First aid kit

Tips

Plan at least 500 ml of water per participant for a short workshop, and add extra for warm rooms or intensive choreography. Fill water carafes before guests arrive and keep backup drinks chilled.
For a two- to three-hour workshop, allow one snack portion and one piece of fruit per participant, plus 10% extra for late additions or larger appetites. Choose food that can be served without plates or long breaks.
Prepare one name sticker for every participant, with at least five spare stickers and a marker at the registration desk. Put the participant list, welcome sign and direction signs together before setup starts.
Check the sound setup before shopping day: bring the laptop, mixer, active speakers, audio cables, power strips and extension cords, then save the music files offline. Keep spare batteries for the wireless microphone in the equipment bag.
Pack reusable cups, serving platters, trays, waste bins and a broom with the food supplies rather than leaving them at the venue. Bring tablecloths and coolers early enough to chill groceries before the first break.

Frequently asked questions

What drinks do I need for a dance workshop?: Plan 500 ml of water per participant for a short workshop, with extra drinks for heat or vigorous movement. Keep the water in carafes or coolers and prepare it before registration opens.
How much food should I buy for a dance workshop?: Allow one snack portion and one piece of fruit per participant for a two- to three-hour session. Add about 10% extra so you are covered for late registrations and bigger appetites.
What equipment is needed for a dance workshop?: Bring active speakers, a mixer, laptop, laptop stand, audio cables, power strips and extension cords. Save the music offline and test the complete setup at the venue before participants arrive.
When should I buy supplies for a dance workshop?: Buy non-perishable supplies at least two to three days beforehand. Purchase or collect chilled groceries the day before, then put them in coolers or a refrigerator before the workshop starts.

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