What you need for a Christmas performance

A Christmas performance needs more than chairs and decorations. Plan the items that support the audience, performers, catering and technical setup, including tableware, serving equipment, microphones and cables. Check quantities against your guest sign-ups, then add a small buffer for breakages, spills and last-minute arrivals. Do the equipment check before the event day so missing adapters, batteries or extension cords do not delay the performance.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Buffet tablesqty 4
Clothes racksqty 2
Foldable tablesqty 2

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 8
Scissorsqty 4
Cutting boardsqty 4
Knives for prepqty 4
Small bowlsqty 20
Serving spoonsqty 8
Coolersqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Spare batteriesqty 12

Lighting

LED light stringsqty 6
Standing lampsqty 4

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Christmas wreathsqty 4
Poinsettiasqty 12
Tableclothsqty 12
Napkin holdersqty 12
Name badgesqty 90
Programsqty 100
Gift bagsqty 90
Wrapping ribbonqty 4
Tapeqty 6
Double-sided tapeqty 4
Painter's tapeqty 4

Catering

Groceries
- Ground coffee - 2 kilogram
- Tea bags - 200 pieces
- Herbal tea - 50 bags
- Cocoa powder - 500 gram
- Sugar - 2 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 2 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic mulled wine - 12 liters
- Mandarins - 6 kilograms
- Apples - 6 kilogram
- Grapes - 4 kilograms
- Christmas loaf - 6 pieces
- Raisin bread - 4 pieces
- Butter - 1 kilogram
- Cheese slices - 2 kilograms
- Young cheese - 1 kilogram
- Brie - 1 kilogram
- Hummus - 1 kilogram
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Grape salad - 4 kilograms
- Christmas cookies - 6 kilograms
- Speculaas - 4 kilogram
- Gingerbread cookies - 3 kilogram
- Paprika chips - 2 kilograms
- Plain chips - 2 kilograms
- Savory snack nuts - 2 kilograms
- Gluten-free cookies - 4 packs
- Sugar-free cookies - 4 packs
- Vegan spread - 1 kilogram
- Gluten-free bread - 4 loaves
- Honey - 2 jars
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cinnamon - 2 jars
- Cookies for coffee - 8 packs
- Paper napkins - 300 pieces
- Paper cups - 100 pieces
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Nitrile gloves - 200 pieces

Tips

Count one chair per registered guest, performer and volunteer who needs a seat, then keep a few reserve places available if your venue allows it. Use separate tables for the buffet and registration rather than combining them with audience seating.
For drinks, plan two to three servings per person for the first hour and at least one serving per person for each additional hour. Match coffee cups, glasses, plates, cutlery and dessert plates to the guest count, with around 10% extra for replacements.
Set up coffee machines, kettles and thermos flasks before guests arrive, and prepare serving trays, serving spoons, small bowls and coolers where catering staff can reach them. Order or collect catering only after dietary requirements have been confirmed.
For the performance setup, allow at least one wireless microphone for each speaker or presenter who must move around, plus microphone stands for fixed positions. Test the mixer, speakers, laptop, audio cables and extension cords together at least one day before the event.
Keep practical supplies in one clearly labelled box: spare batteries, scissors, preparation knives, cutting boards and any printed programs or presentation texts. Check this box 24 hours before the performance instead of waiting until volunteers are setting up.

Frequently asked questions

What do I need to buy for a Christmas performance?: Plan seating, buffet and catering equipment, tableware, coffee supplies, technical equipment and setup supplies. For tableware, start with one place setting per guest and add about 10% extra; the exact total depends on your registration list.
How much tableware do I need for a Christmas performance?: Allow one plate, dessert plate, fork, knife, spoon, glass and coffee cup per expected guest, plus roughly 10% spare. If guests will reuse items during a short program, you may need fewer extras, but dessert plates and glasses are commonly forgotten.
How many microphones are needed for a Christmas performance?: Use one microphone for each person speaking at the same time, with an extra microphone if presenters need to hand over without interrupting the program. Test every microphone, stand, cable, mixer and speaker at least 24 hours before the performance.
When should I buy supplies for a Christmas performance?: Confirm guest numbers and dietary requirements before ordering catering and final quantities. Buy disposable or non-perishable supplies at least 3 to 5 days beforehand, and complete the equipment and shopping-list check no later than the day before.

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