What you need for a Christmas performance

A Christmas performance needs more than costumes and props. Plan the items that keep the audience comfortable, the performers organised and the interval service moving. This list covers seating, tables, coat storage, stage equipment, tableware, coffee service, drinks service and basic sound equipment. Check what the venue already provides before shopping, then confirm quantities against your expected audience, cast and crew at least one week before the performance.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 150
Stage sectionsqty 8
Lectern

Tableware

Dinner platesqty 130
Pastry platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 100
Coffee spoonsqty 130
Forksqty 130
Knivesqty 130
Serving spoonsqty 12
Serving boardsqty 12

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 6
Coolersqty 4
Serving traysqty 10
Buffet platesqty 8
Corkscrewsqty 3
Bottle openersqty 3
Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Cocoa powder - 2 packs
- Sugar - 4 kilos
- Sweeteners - 3 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 aerosol cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free mulled wine - 12 bottles
- Red wine - 12 bottles
- White wine - 8 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Ice cubes - 12 bags
- Mini quiches - 180 pieces
- Vegetarian mini quiches - 60 pieces
- Vegan puff pastry snacks - 60 pieces
- Mini sausages - 180 pieces
- Vegetarian snack meatballs - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Cashews - 4 bags
- Olives - 8 jars
- Pickles - 6 jars
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Brie - 12 cheeses
- Gouda cheese - 6 kilos
- Goat cheese - 3 kilos
- Grapes - 8 kilos
- Mandarins - 10 kilos
- Apples - 10 kilos
- Pears - 6 kilos
- Dates - 4 kilos
- Raisins - 3 kilos
- Christmas loaf - 8 pieces
- Currant buns - 80 pieces
- Mini rolls - 240 pieces
- Baguettes - 12 pieces
- Toast Crackers - 16 packs
- Wraps - 12 packs
- Herb butter - 12 tubs
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Cranberry Sauce - 6 jars
- Pesto - 6 jars
- Olive oil - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Cinnamon - 2 jars
- Nutmeg - 2 jars
- Herb mix - 4 jars
- Chocolate - 6 kilos
- Cookies - 12 packs
- Spiced biscuits - 10 packs
- Spiced cookies - 8 bags
- Mini Christmas wreath cookies - 8 bags
- Napkins - 300 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Straws - 200 pieces
- Cocktail picks - 500 pieces
- Storage containers - 30 pieces
- Aluminum foil - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Small trash bags - 30 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Laptop
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 12
Battery lanternsqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 6
Poinsettiasqty 10
Christmas tree skirtsqty 2
Tableclothsqty 12
Napkin ringsqty 120
Name card holdersqty 120
Theater curtainsqty 2
Decorative gift boxesqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Vacuum cleanerqty 2
Cleaning glovesqty 8
Waste binsqty 10
Toilet brushesqty 4

Theater

Costume racksqty 4
Clothing coversqty 30
Prop tablesqty 4
Storage cratesqty 12
Director's clapperboardqty 2
Tapeqty 8
Safety pinsqty 2
Hand mirrorsqty 4

Tips

Allow one chair per audience member, plus a small reserve for late additions or staff seating. If you are serving refreshments, add enough tables for both the service point and used tableware.
Plan one coat-hanging position per expected visitor in cold weather, and place coat racks near the entrance rather than beside the stage. Buy or bring extra clothes hangers if coats will be left on rails.
For a coffee and hot-drink service, check that you have enough coffee cups, teaspoons and water glasses for the first serving round. Arrange at least two kettles or coffee machines if the audience is large or the interval is short.
Count serving boards, trays, buffet plates and serving spoons separately from guest tableware. These are often forgotten when snacks are prepared in advance, leaving no clean way to carry or replenish them.
Test the wireless microphones, mixer and speakers together before the rehearsal, not on show day. Keep microphone stands and a lectern available if announcements, readings or programme introductions are part of the performance.

Frequently asked questions

What tableware do I need for a Christmas performance?: For each expected guest, plan one dinner or pastry plate and one water glass, then add about 10% spare. Add coffee cups, coffee spoons, forks and knives according to the food and drink you will serve.
How many chairs should I buy for a Christmas performance?: Provide one chair per registered audience member, cast member needing a seat and front-of-house staff member. Add 5–10% extra seating if the venue and fire-safety rules allow it, and confirm the final number 3–5 days before the show.
What catering equipment is needed for a Christmas performance?: For hot drinks and snacks, check for coffee machines or kettles, thermos flasks, food warmers, coolers, serving trays, buffet plates and serving spoons. Confirm power and storage requirements with the venue at least 7 days beforehand.
When should I check the equipment for a Christmas performance?: Check decorations, costumes, props and all sound equipment during the final rehearsal, ideally 1–2 days before the performance. Chill drinks and prepare serving equipment on the day, allowing at least 60 minutes before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.