What to buy for a children’s theatre performance

A children’s theatre performance needs more than tickets and chairs. Plan separate supplies for the audience, performers and reception area, including drinks, snacks, programs and a clear cloakroom setup. Reusable cups, plates and cutlery reduce last-minute waste, while coolers, kettles and thermos flasks keep service running during the show. Buy or gather everything at least one day ahead, then chill drinks and prepare snacks on the day of the performance.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Stoolsqty 4

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 30
Serving plattersqty 8
Serving tongsqty 4

Equipment

Coolersqty 3
Kettlesqty 2
Coffee machinesqty 2
Microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 3

Decorations

Balloonsqty 80
Buntingqty 8
Stage curtain
Tableclothsqty 8
Red carpet
Sticky tackqty 4
Bollardsqty 6
Directional signsqty 8

Kitchen

Cutting boardsqty 3
Knivesqty 4
Water jugsqty 6
Thermos flasksqty 4
Ice packsqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Assorted tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Chocolate milk - 6 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Spa Blue - 5 crates
- Spa Rood - 2 crates
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Cucumbers - 4 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Popcorn - 4 bags
- Mini pretzels - 3 bags
- Rice cakes - 4 packs
- Mini muffins - 80 pieces
- Cookies - 6 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Whole grain bread - 4 loaves
- Cheese slices - 2 kilos
- Turkey breast - 1 kilo
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Lemons - 6 pieces
- Ice cubes - 5 kilos
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Hand soap - 3 bottles

Tips

Plan 2–3 drinks per person for the first hour, then add 1 drink for each additional hour. Include water as well as any other drinks you are serving.
Allow 1 snack portion per child, plus around 10% extra for late registrations or second helpings. Check collected dietary requirements before buying ingredients.
Provide 1 reusable cup and plate per guest, plus at least 10% spare. Keep separate coffee cups available for adults and performers.
Prepare one clear sign for each key area: entrance, reception, cloakroom, toilets and play area. Pack sticky tack and extension cords with the signs so setup does not stall.
Test microphones, speakers and lighting before guests arrive, and bring 2 flashlights for checking darker rooms or handling a power issue. Keep power strips and extension cords together in one labeled bag.

Frequently asked questions

How many drinks do I need for a children’s theatre performance?: Plan 2–3 drinks per person for the first hour and 1 additional drink per person for every extra hour. Add 10% if the performance includes a reception or warm weather.
How many snacks should I buy for a children’s theatre show?: Buy 1 snack portion per registered child, plus 10% extra. For 40 children, that means at least 44 portions; confirm allergies and dietary requirements before shopping.
When should I buy supplies for a children’s theatre performance?: Buy shelf-stable food, tableware and decorations 1–2 days beforehand. Buy fresh snacks on the day, and chill drinks for at least 4 hours before guests arrive.
What equipment is easy to forget for children’s theatre?: Check microphones, speakers, extension cords, power strips and flashlights at least 1 day before the show. Also count cups, plates and cutlery, allowing 10% spare for extra guests or replacements.

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