What you need for a Christmas musical

A Christmas musical needs more than costumes and a script. You will need practical items for rehearsals, backstage changes, sound, lighting, decorations and the audience area. Use the quantities below as a starting point, then adjust them to your cast size, venue and number of performances. Check technical equipment early, because microphones, speakers, lights and cables are often the items that are hardest to arrange at short notice.

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What to bring

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

Furniture

Audience chairsqty 170
Tablesqty 12
Folding chairs backstageqty 20
Coat racksqty 3
Clothes hangersqty 180
Changing room screensqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 6
Microphone standsqty 4
DI boxesqty 2
Music player
Headphonesqty 2
Extension cordsqty 8
Power stripsqty 8

Lighting

LED spotlightsqty 8
Light standsqty 4
Lightboard
Work lightsqty 4

Decorations

Christmas treeqty 2
Christmas light stringsqty 8
Christmas baublesqty 80
Christmas wreathsqty 4
Christmas table runnersqty 12
Decorative gift boxesqty 12
White and red decoration fabricqty 20
Paper snowflakesqty 40
Poinsettiasqty 12
Gaffer tapeqty 6
Tie wireqty 3
Cable tiesqty 100
Cardboard set panelsqty 10
Wooden decorative slatsqty 12
Backdrop clothqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Dessert platesqty 180
Coffee spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8
Thermos flasksqty 6

Kitchen

Corkscrewsqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Coolersqty 4
Ice cube traysqty 4
Aluminum foilqty 2
Cling filmqty 2
Napkin holdersqty 8

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Hand brushes and dustpanqty 3
Cleaning clothsqty 12
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Assorted tea bags - 120 pieces
- Hot chocolate - 8 liters
- Chocolate milk - 6 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Alcohol-free wine - 6 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Mulled wine - 6 liters
- Ice cubes - 10 kilos
- Christmas loaf - 6 pieces
- Currant buns - 40 pieces
- Mini sandwiches - 180 pieces
- White casino bread - 6 loaves
- Brown casino loaf bread - 6 loaves
- Butter - 1.5 kilos
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Chicken breast slices - 1 kilo
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Lettuce - 6 heads
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Mini Christmas biscuits - 8 bags
- Spiced cookies - 5 kilo
- Christmas cookies - 8 packs
- Brownies - 6 boxes
- Mini muffins - 8 boxes
- Mandarins - 8 kilos
- Apples - 6 kilos
- Grapes - 4 kilos
- Bananas - 4 kilos
- Lemons - 2 kilos
- Cinnamon - 2 jars
- Whipped cream - 12 aerosol cans
- Marshmallows - 4 bags
- Chocolate curls - 2 bags
- Christmas sprinkles - 4 jars
- Mulled wine spices - 6 sachets
- Sandwich bags - 2 boxes
- Baking paper - 2 rolls
- Paper cups - 200 pieces
- Wooden stirrers - 200 pieces
- Paper napkins - 500 pieces
- Paper plates - 200 pieces
- Coffee filters - 2 boxes
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Paper towels - 12 packs
- Aluminum foil - 2 rolls

Tips

Plan one chair per audience member, then add 5–10% extra if the room allows. Set aside folding chairs backstage as well, so performers can sit without taking audience seating.
For each wireless microphone, allow one microphone stand and one spare battery set. Test every microphone with the mixer and active speakers at least 7 days before the first performance.
Use at least two extension cords and two power strips for a small production, with extra cable length for the lighting and sound positions. Secure cables with gaffer tape rather than leaving them across walkways.
Prepare one clothes hanger per costume or costume set, plus 10% extra. Changing room screens and coat racks are easy to overlook, especially when several roles share a small backstage area.
Decorate after the technical setup is tested. Keep tie wire, gaffer tape and work lights available for last-minute fixes, and count the Christmas light strings before hanging them so you know where extension cords are needed.

Frequently asked questions

How many chairs do I need for a Christmas musical?: Provide one audience chair per registered guest and keep 5–10% extra if possible. For 80 guests, that means 80 seats plus 4–8 spare chairs. Add separate folding chairs backstage for performers and crew.
How much sound equipment is needed for a Christmas musical?: For a small production, plan at least one mixer, two active speakers, one music player and one wireless microphone per speaking or singing position used at the same time. Arrange and test the equipment at least 7 days before the performance.
When should I buy or collect Christmas musical costumes and props?: Collect costumes and props at least 3 weeks before the first performance. Schedule fittings within that period, leaving at least 7 days for alterations or replacements.
How many Christmas decorations do I need for a musical?: Start with one Christmas tree, two to four wreaths, two or more strings of Christmas lights and enough fabric or paper decorations to cover the visible stage area. Count and test lights at least 7 days before installation, and keep 10% of small decorations as spares.

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