What you need for a dance workshop

A dance workshop needs more than music and an open floor. Plan supplies for registration, movement, hydration, breaks and a reliable sound setup. For a group of 20, bring at least 25 reusable glasses, 20 name stickers, enough water for the full session and towels or mats if the exercises require them. Buy or gather drinks, coffee supplies, serving items and stationery before the final setup day, then test every cable and save the music offline.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 40
Reception desk
Coat rackqty 2
Waste binsqty 4

Tableware

Reusable drinking glassesqty 50
Coffee cupsqty 40
Teacupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Equipment

Wireless microphone
Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3
Laptop
Phone chargerqty 2
Music backup USB stick

Lighting

Atmosphere lightsqty 6
LED string lightsqty 3

Sports equipment

Dance matsqty 40
Towelsqty 40
Water jugsqty 6
Conesqty 12

Decorations

Welcome sign
Directional arrowsqty 6
Tableclothsqty 6
Name stickersqty 50

Office

Registration formsqty 50
Pensqty 20
Feedback cardsqty 50
Tapeqty 2
Notepadsqty 10

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Washing-up tubsqty 2

Catering

Thermos flasksqty 4
Coolersqty 3
Serving jugsqty 4
Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Croissants - 45 pieces
- Mini wraps - 50 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cheese slices - 2 kilos
- Turkey breast - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cookies - 5 packs
- Napkins - 200 pieces
- Stirrers - 100 pieces
- Teaspoons - 50 pieces
- Parchment paper - 1 roll
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Dishcloths - 2 packs
- Cleaning sponges - 2 packs
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Hand soap - 3 bottles
- Hand gel - 3 bottles

Tips

Plan one reusable drinking glass per participant plus 20–25% extra; for 20 people, that means 25 glasses. Add cups for coffee and tea rather than making participants reuse drinking glasses.
Put two water jugs on the reception or refreshment table for a group of 20, and prepare enough drinks for the entire workshop rather than relying on a nearby shop during the break.
Bring one name sticker and one pen per attendee, plus at least 5 spare sets. Registration forms, directional arrows and a welcome sign are easy to overlook until participants start arriving.
Check the floor equipment before opening: count the dance mats, towels and cones, and place them where the instructor can reach them without crossing the active dance floor.
Pack a Bluetooth speaker, laptop, extension cords and power strips together, then keep the music backup USB stick separate from the main laptop. Test playback at least 30 minutes before participants arrive.

Frequently asked questions

What should I buy for a dance workshop?: Buy or bring drinks, reusable glasses, coffee and tea supplies, cups, plates, cutlery and serving trays for the refreshment break. You may also need dance mats, towels, cones, name stickers, registration forms, pens and basic sound equipment.
How many glasses do I need for a dance workshop?: Allow one reusable drinking glass per participant plus 20–25% spare. For 20 attendees, prepare 25 glasses; also provide separate coffee cups and teacups if hot drinks are served.
How much water do I need for a dance workshop?: Use two water jugs for around 20 participants and refill them during the session. In a warm room or an intensive workshop, prepare extra drinking water before opening rather than waiting for the first break.
When should I prepare the dance workshop supplies?: Gather and check the supplies at least one day before the workshop. Set out registration materials, drinks and floor equipment before participants arrive, and test the music and cables at least 30 minutes in advance.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.