What to buy for a ballet performance

A ballet performance needs more than costumes and a stage. Your shopping list also has to cover the audience, backstage area, refreshments, signage, and technical setup. Plan quantities from your expected audience size, then add a small buffer for late arrivals, spills, and replacements. Drinks should be chilled before doors open, while coffee equipment, serving items, and directional signs are easy to overlook until the venue is already busy.

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What to bring

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

Furniture

Audience chairsqty 120
Foldable tablesqty 8
Coat racksqty 4
Changing room chairsqty 20
Clothes hangersqty 140

Equipment

Sound system
Wireless microphonesqty 2
Mixer
Laptop for music
HDMI cablesqty 3

Lighting

Stage spotlightsqty 8
Extension cordsqty 8
Power stripsqty 6

Decorations

Backdrop clothqty 2
Decorative plantsqty 8
Welcome sign
Directional signsqty 8
Tableclothsqty 8
Flower arrangementsqty 6

Tableware

Water glassesqty 130
Coffee cupsqty 100
Coffee spoonsqty 100
Pastry platesqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 10
Kitchen towelsqty 12

Clothing

Clothing coversqty 40
Sewing kitsqty 3
Safety pinsqty 100
Ribbon tapeqty 10
Ballet mirrorsqty 2

Props

Prop boxesqty 6
Storage coversqty 8

Ticketing

Ticket listsqty 4
Pensqty 12
Wristbandsqty 150
Program leafletsqty 130

Safety

First aid kit
Flashlightsqty 4

Cleaning

Waste binsqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 bottles
- Snacks - 6 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty crackers - 8 packs
- Whole grain crackers - 6 packs
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Chicken breast slices - 2 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini currant buns - 100 pieces
- Mini croissants - 100 pieces
- Butter - 1 kilogram
- Jam - 3 jars
- Peanut butter - 2 jars
- Gluten-free crackers - 3 packs
- Vegan spread - 4 packs
- Paper napkins - 300 pieces
- Disposable cups for water - 150 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 10 pieces
- Nitrile gloves - 2 boxes

Tips

For drinks, allow two to three servings per guest during the first hour, then one serving per person for each additional hour. Chill bottled drinks at least 4 hours before the audience arrives and keep extra stock in coolers.
Buy or bring 1 chair per audience member, plus 5–10% extra if storage allows. Count changing-room chairs separately so dancers are not left sharing seating while preparing.
Plan 1 water glass per performer and staff member, with at least 20% extra for replacements. Put water backstage before the doors open rather than relying on the refreshment table.
For coffee service, allow 1 cup and 1 pastry plate per expected guest if refreshments are served at the interval, plus 10% spare. Prepare coffee in batches and keep it in thermos flasks so the queue does not depend on one machine.
Prepare venue signage at least 1 day ahead: one welcome sign, one sign for each main route, and one clear notice for the changing rooms or backstage area. Pack HDMI cables, extension cords, and power strips with the sound and lighting equipment, not with the decorations.

Frequently asked questions

How many drinks do I need for a ballet performance?: Plan for two to three drinks per guest during the first hour, then one drink per person for every additional hour. Add 10% extra for spills, late arrivals, and staff use.
How many chairs should I buy for a ballet performance?: Provide one audience chair per confirmed guest and add 5–10% spare seating where possible. Count separate chairs for dancers and staff in the changing rooms.
When should I chill drinks for a ballet performance?: Chill drinks at least 4 hours before the audience arrives. Move the first service batch to the refreshment area 30–45 minutes before doors open and keep the rest in coolers.
What should I prepare backstage before a ballet performance?: Set out changing-room chairs, clothes hangers, drinking water, costume supplies, and props before the venue opens. Finish this setup at least 60 minutes before the scheduled performance so technical checks do not compete with backstage preparation.

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