What you need for a benefit performance

A benefit performance needs more than a stage and a ticket desk. You will need seating and serving supplies for the audience, reliable sound and lighting for performers, and a simple backstage setup for changing and preparation. This shopping list also covers the items people often arrange too late, such as extension cords, microphone stands, projection equipment and printed posters. Use the final guest count and programme length to confirm quantities before buying or collecting anything.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Stage sectionsqty 6
Dressing room tablesqty 2
Changing room chairsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving traysqty 8
Pitchersqty 8

Equipment

Microphonesqty 4
Speakersqty 2
Mixer
Microphone standsqty 4
Extension cordsqty 8
Power stripsqty 8
Projector
Projection screen

Lighting

Theatre spotlightsqty 6
Light standsqty 3
Atmosphere lightsqty 8

Decorations

Backdrop cloth
Tableclothsqty 12
Balloonsqty 100
Flower arrangementsqty 6
Postersqty 20
Program boardsqty 4

Catering

Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Chafing dishesqty 4
Buffet tongsqty 8
Serving jugsqty 6
Ice packsqty 16
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 4 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Cocktail nuts - 4 bags
- Olives - 4 jars
- Pickles - 3 jars
- Cheese cubes - 4 kilo
- Brie - 2 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Mandarins - 50 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Wraps - 100 pieces
- Mini quiches - 120 pieces
- Vegetarian samosas - 100 pieces
- Falafel - 5 kilos
- Chicken skewers - 5 kilos
- Beef salad - 3 kilos
- Pasta salad - 5 kilos
- Raw vegetable salad - 4 kilo
- Green salad - 4 kilos
- Potato salad - 5 kilos
- Basmati rice - 5 kilos
- Pasta - 5 kilos
- Tomato sauce - 6 jars
- Pesto - 4 jars
- Coconut milk - 12 cans
- Chickpeas - 12 cans
- Corn - 8 cans
- Kidney beans - 8 cans
- Vegetable stock - 2 packs
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Garlic - 10 bulbs
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Yogurt dressing - 3 bottles
- Honey mustard sauce - 2 bottles
- Balsamic vinegar - 2 bottles
- Chocolate cookies - 8 packs
- Butter cookies - 8 packs
- Brownies - 120 pieces
- Whipped cream - 12 cans
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Stir sticks - 200 pieces
- Coffee filters - 200 pieces
- Aluminum trays - 30 pieces
- Baking paper - 4 rolls
- Plastic wrap - 3 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Trash bags - 100 pieces
- Freezer bags - 2 boxes

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Napkin holdersqty 12

Information

Ticket rollsqty 2
Programsqty 130
Name stickersqty 150
Markersqty 12
Pensqty 20
Clipboard foldersqty 4

Payment

Cash boxesqty 2
Card machinesqty 2
Donation boxesqty 4
Receipt blocksqty 4

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 12
Gaffer tapeqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4

Tips

Count chairs, glasses, plates and cutlery against the confirmed visitor list, then add roughly 10% spare tableware. A small buffer prevents shortages when guests arrive without registering.
Treat the sound setup as a complete system: microphones, stands, speakers, mixer, extension cords and power strips must work together. Test every connection at the venue at least one day before the performance.
Keep backstage equipment separate from audience furniture. Dressing room tables, changing room chairs and clothes racks should be ready before performers arrive, rather than borrowed during the programme.
Buy or collect drinks and snacks only after dietary requirements are recorded. Chill drinks several hours before doors open, and place pitchers and serving trays where volunteers can refill them quickly.
Prepare printed posters, the visitor list and the run sheet before the final setup period. Keep spare copies in a labelled folder so volunteers can find them without interrupting the performance.

Frequently asked questions

What should I buy for a benefit performance?: Start with seating, tables and tableware, then cover sound, lighting, projection and backstage needs. The core equipment includes microphones, speakers, a mixer, microphone stands, extension cords and power strips, plus refreshments and printed materials.
How many chairs and glasses do I need for a benefit performance?: Use the confirmed visitor count as your baseline and add about 10% spare chairs and tableware. For 100 visitors, that means planning for roughly 110 chairs, glasses, plates and sets of cutlery where table service is provided.
When should I test the sound and lighting equipment?: Complete a full sound, projection and lighting test at least 24 hours before the performance. Test again during venue setup, especially if microphones, speakers, spotlights or extension cords have been moved.
When should I prepare drinks and snacks for a benefit performance?: Confirm dietary requirements before placing the catering order, preferably at least 7 days ahead. Chill drinks several hours before doors open and prepare snacks close enough to serving time that they remain fresh.

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