What you need for an amateur performance

This shopping list covers the practical items needed to welcome an audience and run an amateur performance smoothly. It includes seating and serving supplies, sound and lighting equipment, room dividers, costume storage, decorations and waste bins. Check what the venue already provides before buying anything, especially microphones, speakers, tables and lights. Do the final inventory at least one week before the performance, then shop for consumables and missing equipment after registrations and dietary requirements are confirmed.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 120
Clothes racksqty 4
Foldable room dividersqty 4
Waste binsqty 8
Stools for techqty 3

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 8
AA batteriesqty 24
AAA batteriesqty 24
Cash box
Card machine
Power banksqty 4
Flashlightsqty 4
Walkie-talkiesqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 3
LED lightsqty 8
Cable traysqty 12

Decorations

Backdrop clothqty 2
Curtainsqty 4
Decorative panelsqty 6
Artificial plantsqty 8
Decorative clothsqty 6
Paper garlandsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 8
Double-sided tapeqty 4
Ropeqty 2
Name badgesqty 30
Badge holdersqty 30
Directional signsqty 12
Information boardsqty 6
Notice boardsqty 2
Chalk markersqty 6
A4 paperqty 500
Pensqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6
Bowlsqty 12
Pitchersqty 6
Bottle openersqty 4
Corkscrewsqty 2
Tableclothsqty 8
Ice packsqty 20
Corkscrewsqty 2
Measuring cupsqty 2
Ice spoonsqty 2
Foilqty 2
Food storage containersqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- 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
- Alcohol-free beer - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Cheese biscuits - 5 packs
- Mini wraps - 120 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Mini sausages - 4 kilos
- Puff pastry snacks - 150 pieces
- Cheese cubes - 3 kilo
- Baguettes - 10 pieces
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Sponges - 10 pieces
- Rubber gloves - 6 pairs

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Tips

Plan seating before buying or hiring furniture: allow one folding chair per audience member, plus a small number of spare chairs, and leave clear access routes between rows.
For audience refreshments, count one plate, one cutlery set and one glass per guest, then add roughly 10% extra. Coffee cups should be counted separately if coffee is served after the performance.
Check the technical setup at least 7 days ahead. Test every wireless microphone, speaker, mixer, audio cable, extension cord and power strip in the actual performance space.
Prepare a dedicated costume and props area with clothes racks and labelled storage. Keep set pieces and props packed separately so they can be transported and checked against the inventory quickly.
Buy or gather decorations only after the audience area and sightlines are fixed. Backdrop cloths, curtains, decorative panels and lights should not block exits, microphones, speakers or theatre spotlights.

Frequently asked questions

What should I buy for an amateur performance?: Start with audience furniture, tableware, refreshments, waste bins, costumes, props and the technical equipment listed in the plan. Confirm what the venue supplies before purchasing microphones, speakers, lighting, tables or chairs.
How many chairs do I need for an amateur performance?: Provide one chair for every registered audience member, plus about 5% extra where space allows. For 100 guests, prepare at least 100 chairs and ideally 5 spare chairs.
When should I check the shopping list for an amateur performance?: Complete a full inventory 7 days before the performance, when registrations and dietary requirements are known. Do the final check 24 hours before opening so missing consumables, cables or serving items can still be replaced.
How much tableware do I need for the audience?: Count one plate, one cutlery set and one glass per guest, and add 10% spare items. If 80 people are attending, prepare 88 of each item, with coffee cups counted separately.

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.