What you need for a dance workshop

A dance workshop needs more than music and an open floor. Plan the practical supplies around registration, movement, breaks and refreshments so participants can arrive, dance and reset without delays. This shopping list covers tableware, drinks equipment, sound connections, dance mats, towels and small items that are easy to overlook. Confirm the final participant count before buying disposable supplies, snacks and drinks, then check what the venue already provides.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 45
Buffet tablesqty 3
Clothes racksqty 2

Equipment

Active speakersqty 2
Audio mixer
Laptop
Audio cablesqty 3
Power stripsqty 4
Extension cordsqty 4

Sports equipment

Dance matsqty 12
Towelsqty 45

Tableware

Drinking glassesqty 60
Wine glassesqty 50
Dinner platesqty 50
Dessert platesqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Coolersqty 3
Thermos flasksqty 4
Coffee machinesqty 2
Water carafesqty 6
Serving plattersqty 8
Serving traysqty 4
Pliersqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Name badgesqty 50
Tableclothsqty 8

Lighting

Mood lightingqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blue - 48 bottles
- Spa Rood - 24 small bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Tonic - 2 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Apple juice - 3 liters
- Orange juice - 3 liters
- Lemons - 10 pieces
- Ice cubes - 10 kilos
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Hummus - 2 kilos
- Herb cream cheese - 1.5 kilos
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Vegetarian wraps - 50 pieces
- Arugula - 1 kilo
- Tomatoes - 2 kilos
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Mixed salad - 3 kilos
- Pasta salad - 4 kilo
- Potato salad - 3 kilos
- Falafel - 3 kilos
- Chicken skewers - 4 kilos
- Vegetarian vegetable skewers - 3 kilos
- Garlic sauce - 2 bottles
- Yogurt dressing - 2 bottles
- Hummus dressing - 1 bottle
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 2 kilos
- Olives - 1.5 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 40 pieces
- Oranges - 30 pieces
- Brownies - 50 pieces
- Mini muffins - 50 pieces
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan at least one drinking glass and one dinner plate per participant, plus 10% extra for breakage or misplaced items. Add dessert plates and cutlery if catering includes more than finger food.
Prepare two to three drinks per person for the first hour, then about one drink per person for each additional hour. Chill drinks in coolers before guests arrive and keep water carafes visible near the dance floor.
Bring one towel per participant for an active workshop, with at least five extra for spills or late arrivals. Put the towels where participants can reach them without crossing the dancing area.
Check the sound setup at least one day before the workshop: active speakers, audio mixer, laptop, audio cables, power strips and extension cords must work together. Pack one spare cable and place power strips away from moving feet.
Buy or prepare name badges for every registered participant plus 10% extra. Set them at the registration desk with the practical information, rather than leaving them on the buffet table where they are easily missed.

Frequently asked questions

What should I buy for a dance workshop?: Buy or prepare drinks, snacks or catering, tableware, towels, dance mats, name badges and any missing sound equipment. For tableware and badges, use the confirmed participant count plus 10% spare supplies.
How many towels do I need for a dance workshop?: Plan one towel per participant and add at least five extra. For a group of 30 people, prepare 35 towels so late arrivals, spills and heavily active participants are covered.
How much water and drinkware do I need for a dance workshop?: Allow two to three drinks per person during the first hour and about one per person for every additional hour. Provide at least one drinking glass per participant, plus 10% extra, and keep water carafes accessible throughout the workshop.
When should I test the music equipment for a dance workshop?: Test the laptop, mixer, speakers, cables and power connections at least one day beforehand, then run a short sound check at the venue before participants arrive. This gives you time to replace a missing adapter or cable.

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