What you need for a Christmas performance

A Christmas performance needs more than costumes and a stage. Plan for the audience area, refreshments, festive décor, lighting and reliable sound equipment. This shopping list covers items such as cups, serving pieces, Christmas decorations, LED lighting and microphones, with quantities to calculate from your audience size. Buy non-perishable supplies early, keep fresh food chilled, and check every cable and audio connection before the final rehearsal.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 190
Clothes racksqty 3
Stoolsqty 6

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Cake platesqty 200
Cutlery setsqty 200
Serving plattersqty 12
Serving spoonsqty 8
Cake scissorsqty 4

Decorations

Christmas tree
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Nativity scene
Decorative starsqty 20
Backdrop clothqty 2
Christmas table runnersqty 8
Presentation boardqty 2
Name badgesqty 40

Lighting

LED string lightsqty 8
LED spotlightsqty 4
Extension cordsqty 8
Power stripsqty 6

Equipment

Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Music player
Laptop
Spare batteriesqty 12
Cable reelsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Can openersqty 2
Ice packsqty 12
traysqty 6
Storage binsqty 10

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Hot chocolate - 8 liters
- Apples - 8 kilos
- Mandarins - 6 kilos
- Grapes - 4 kilos
- Bananas - 4 kilos
- Mini Christmas loaves - 180 pieces
- Unsalted butter - 2 kilos
- Christmas cookies - 8 packs
- Spiced cookies - 8 packs
- Spiced biscuits - 6 bags
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Milk chocolate - 3 bars
- Dark chocolate - 3 bars
- Peanut mix - 3 bags
- Raisins - 2 bags
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Sugar-free cookies - 3 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 300 pieces
- Straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Garbage bags 60 liters - 50 pieces
- Garbage bags 120 liters - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Dishwasher tablets - 40 pieces
- Hand soap - 6 bottles
- Hand gel - 4 bottles
- Toilet blocks - 8 pieces
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Rubber gloves - 6 pairs
- Freezer bags - 2 boxes
- Labels - 2 packs
- Pens - 20 pieces
- Paper wristbands - 200 pieces
- Tape - 6 rolls
- Dietary service stickers - 2 sheets

Tips

Count tableware from your expected audience, not your registration total alone. For each guest, allow one cup or glass, one cake plate and one cutlery set, then add roughly 10% extra for breakages, volunteers and second servings.
Buy serving equipment before the day of the performance. You need platters and serving spoons for the cake or other refreshments, plus cake scissors; leaving these until setup often means improvising with kitchen utensils.
Check the decoration plan against the room two to three days before the performance. A Christmas tree, garlands, wreaths, stars, a nativity scene and backdrop cloth all need space, while table runners and a presentation board should not block entrances or sightlines.
Test the full lighting and sound setup at least one day ahead. Connect the LED string lights, spotlights, extension cords and power strips as they will be used, then test the speakers, wireless microphones, stands and audio mixer together.
Keep costumes and fresh groceries separate from the audience setup. Label costumes after the fitting and store chilled produce in a refrigerator; set out costumes and refreshments only after the room, cables and seating are ready.

Frequently asked questions

How many cups and glasses do I need for a Christmas performance?: Start with one drinking vessel per expected guest, plus about 10% extra. If 80 people are attending, prepare around 88 cups or glasses, divided between coffee, tea and water according to your refreshment plan.
When should I buy supplies for a Christmas performance?: Buy non-perishable groceries, tableware, decorations and equipment at least 7 days before the performance. Purchase fresh produce 1 to 2 days beforehand and keep it chilled until serving.
What sound equipment is needed for a Christmas performance?: Plan for speakers, wireless microphones, microphone stands and an audio mixer. Test every item together at least 24 hours before the performance, including cable lengths, batteries and available power connections.
How much extra tableware should I buy for a Christmas performance?: Allow approximately 10% extra tableware beyond the expected audience count. For 50 guests, that means preparing about 55 cups or glasses, plates and cutlery sets, depending on what you serve.

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