What you need for a show dance competition

A show dance competition needs more than costumes and music. You need a clear setup for registration, judging, refreshments and reliable sound, with backup equipment ready before competitors arrive. This shopping list covers the practical items that are easy to overlook, from spare laptop and USB sticks to extension cords, serving utensils and chilled drinks. Use the expected number of dancers, judges, volunteers and spectators to scale quantities without buying blindly.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 140
Judges' table
Registration desk
Buffet tablesqty 3
Clothes racksqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 2
Laptop
Spare laptop
USB sticksqty 3
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Batteriesqty 24

Tableware

Water glassesqty 160
Coffee cupsqty 80
Platesqty 160
Cutlery setsqty 160
Coffee spoonsqty 80
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving traysqty 4
Ice cube traysqty 4

Decorations

Backdrop cloth
Balloon archesqty 2
Tableclothsqty 8
Stage letters
Red carpet
Number signsqty 30
Directional signsqty 8
Name badgesqty 50

Sports equipment

Non-slip matsqty 6
Changing room matsqty 4

Cleaning

Broomqty 2
Vacuum cleaner
Mop setqty 2
Cleaning bucketqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 48 cans
- Non-alcoholic beer - 24 cans
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Rice cakes - 6 packs
- Mini hot dogs - 8 cans
- Puff pastry snacks - 12 boxes
- Mini pizzas - 8 boxes
- Mini spring rolls - 8 boxes
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Baguettes - 10 pieces
- Mini buns - 80 pieces
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Herb butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Herb mix - 4 sachets
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Stir sticks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Trash bags - 80 pcs
- Freezer bags - 2 boxes

Tips

Plan one registration desk with two chairs, plus a separate judges’ table with enough chairs for every judge and one spare. Keep printed programs, jury forms and pens at both areas so registration does not compete with judging.
Bring at least one spare laptop, two USB sticks and the required audio cables. Test every music file before opening the venue, then keep the backup laptop and USB sticks with the person running the music.
For refreshments, allow two to three drinks per person during the first hour, then one drink per person for each additional hour. Chill drinks in coolers and keep extra water in thermos flasks so service continues while the main supply is being replenished.
Count tableware by person and add roughly 10 percent: water glasses, plates, cutlery sets and coffee cups. Add serving platters, serving tongs, coffee spoons, coffee pots and teapots; these small items are often forgotten until the buffet opens.
Bring one extension cord and power strip for each separate equipment area, plus spare batteries for microphones and lighting. Secure every cable with gaffer tape before doors open, especially around the registration desk, judges’ table and dance floor.

Frequently asked questions

What equipment do I need for a show dance competition?: Plan for speakers, a mixer, wireless microphones, a laptop and a spare laptop. Bring at least two USB sticks, suitable cables, extension cords and power strips, and test the full music setup before the venue opens.
How many drinks should I buy for a dance competition?: Use two to three drinks per person for the first hour, then one drink per person for every additional hour. Add about 10 percent extra for judges, volunteers and unexpected guests.
How much tableware do I need for the buffet?: Count one plate, one cutlery set and one water glass per attendee, then add 10 percent spare. For coffee service, allow one cup and spoon per expected coffee drinker, with extra coffee pots and serving utensils available during busy breaks.
What should I arrange before the competition day?: Finish the shopping and collect all materials at least one day before the event. Check music files, charge or replace batteries, chill drinks and tape down cables before participants and spectators arrive.

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