What to Buy for a Square Dance

A square dance needs more than music and a caller. You will need a reliable refreshment setup, enough tableware for the guest count, and practical equipment for registration, coats, and announcements. Plan drinks for the first hour separately from the rest of the evening, and prepare serving items before catering or snacks arrive. The most commonly missed items are spare microphone batteries, extension cords, labels for dietary portions, and enough cups for coffee and water.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Buffet tablesqty 3
Registration desk
Coat racksqty 3

Equipment

Speakersqty 2
Amplifier
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 4
Spare batteriesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving utensilsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Small bowlsqty 12
Serving plattersqty 8
Serving spoonsqty 8
Food warmersqty 4
Water jugsqty 6
Ice cube traysqty 4

Decorations

Buntingqty 12
Tableclothsqty 8
Flower arrangementsqty 6
Program boardsqty 4
Wayfinding signsqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Light standsqty 4

Cleaning

Vacuum cleaner
Mop headsqty 2
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 4

Other

First aid kit
Flashlightsqty 3
Clipboardsqty 3
Pen setsqty 3
Name stickersqty 100
Storage cratesqty 8

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 100 bags
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 4 packs
- Beer - 6 crates
- Non-alcoholic lager - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini sandwiches - 120 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Butter - 1 kilogram
- Cucumber - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Celery - 1 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Peanuts - 3 kilograms
- Olives - 2 kilograms
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Mixed salad - 8 bags
- Salad dressing - 3 bottles
- Pasta salad - 8 kilograms
- Vegetarian quiche - 8 pieces
- Mini meatballs - 8 kilograms
- Potato salad - 8 kilograms
- Vegetarian salad - 4 kilograms
- Gluten-free sandwiches - 12 pieces
- Vegan spread - 1 kilogram
- Vegan sandwiches - 20 pieces
- Cookies - 6 packs
- Brownies - 80 pieces
- Whipped cream - 6 cans
- Napkins - 400 pieces
- Paper straws - 100 pieces
- Coffee filters - 100 pieces
- Stir sticks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan 2–3 drinks per person for the first hour, then add 1–2 drinks per person for each following hour. Chill the first supply before guests arrive and keep a reserve in coolers.
Buy or collect tableware for at least 10% more guests than registered. A useful minimum is one plate, fork, knife, spoon, and glass per person, plus extra coffee cups for refills.
Set aside one registration table, a coat rack, and enough chairs for people waiting between dances. Put the registration desk near the entrance and keep the dance floor clear of bags and furniture.
Test the speakers, amplifier, mixer, music player, and wireless microphones on site at least 2 hours before the event. Bring spare batteries, extension cords, and power strips rather than discovering a missing connection during the first dance.
Prepare snacks and buffet items before doors open, with separate small bowls, serving platters, and utensils for dietary portions. Label those portions as soon as they are set out so they are not mixed up later.

Frequently asked questions

How many drinks do I need for a square dance?: Plan 2–3 drinks per guest for the first hour, then 1–2 drinks per guest for every additional hour. Add at least 10% extra for warm weather, active dancing, or guests who stay late.
How much tableware should I buy for a square dance?: Allow one plate, fork, knife, spoon, and glass per person, plus 10% extra. For coffee, plan at least 1.5 cups per guest because many people take a refill.
When should I chill drinks for a square dance?: Chill drinks at least 4 hours beforehand so they are ready when guests arrive. Put the first supply in coolers before opening the registration desk and keep unopened stock separate.
What equipment should I bring for the caller and music?: Bring speakers, an amplifier, mixer, music player, wireless microphones, microphone stands, extension cords, and power strips. Test everything at least 2 hours before the start and carry one spare battery set for each wireless microphone.

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