What to buy for a dance workshop

A dance workshop needs more than music and an open floor. Plan drinks and snacks for breaks, serving items for the refreshment table, and practical supplies for registration, setup and cleanup. The shopping list covers equipment such as cables, power strips and a microphone, plus dance mats, ribbons and cones where needed. Check quantities against your participant count, then buy or collect disposable items and refreshments several days before the workshop.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Clothes racksqty 2
Tableclothsqty 6

Equipment

Powered speakerqty 2
Audio mixer
Microphone
Microphone stand
Audio cablesqty 4
Power stripsqty 4
Extension cordsqty 4

Sports equipment

Dance matsqty 12
Practice ribbonsqty 30
Conesqty 12
Mirrorsqty 2

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Small bowlsqty 8

Kitchen

Water jugsqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6

Decorations

Balloonsqty 50
Buntingqty 6
Tapeqty 4

Lighting

LED light stringsqty 4

Catering

Groceries
- Spa Blauw - 6 bottles
- Spa Rood - 3 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Ice tea - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Grapes - 2 kilos
- Apples - 30 pieces
- Bananas - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Turkey breast - 1 kilo
- Whole grain bread - 8 loaves
- Mini wraps - 5 packs
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Unsalted nuts - 2 kilos
- Rice crackers - 4 packs
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 4 packs
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 3 packs
- Hand soap - 3 bottles

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Waste binsqty 4

Office

Attendance formsqty 40
Name stickersqty 40
Ballpoint pensqty 10
Clipboardsqty 4
Program leafletsqty 40

Tips

Plan at least one reusable cup per participant, plus 10% extra for replacements or late arrivals. For water, allow roughly 500–750 ml per person for a half-day workshop, with more if the room is warm or physically demanding.
Do not leave refreshments until the morning of the workshop. Buy packaged snacks and drinks 1–2 days ahead, and prepare anything fresh on the day so it is ready for the scheduled break.
Count serving equipment separately from participant tableware. Bring enough plates, cutlery and small bowls for the largest break, plus 10% extra; serving spoons and water jugs are easy to overlook.
Protect the sound setup with the right accessories, not just a powered speaker. Check that the audio mixer, microphone, stand, cables, power strips and extension cords are available and test them before participants arrive.
Bring cleanup supplies into the shopping plan. Keep at least one bucket and cleaning materials ready near the hall, especially when drinks, snacks, decorations and dance equipment all share the same space.

Frequently asked questions

What drinks should I buy for a dance workshop?: For a half-day workshop, plan around 500–750 ml of water per participant, then add extra for a warm room or high-intensity session. Buy drinks 1–2 days before the event and keep water accessible throughout the workshop.
How many cups and plates do I need for a dance workshop?: Provide one reusable cup per participant and add about 10% extra. Match plates, cutlery and bowls to the maximum number of people eating at the same break, rather than the average attendance.
What equipment do I need for the music?: Allow for a powered speaker, audio mixer, microphone, microphone stand, audio cables, power strips and extension cords. Test every connection at least one day before the workshop so missing adapters or faulty cables can still be replaced.
When should I buy supplies for a dance workshop?: Buy non-perishable snacks, drinks, tape and cleaning supplies 1–2 days ahead. Collect or check mats, ribbons, cones, mirrors and sound equipment at least one day before setup, and prepare fresh food on the event day.

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