Christmas Show Shopping List

A Christmas show needs more than decorations and refreshments. You will need tableware for the meal and coffee service, clear signage and printed programmes, plus reliable sound, presentation and stage equipment. Plan quantities from your guest count, then add a small buffer for breakages, late registrations and volunteers. Chilled food and drinks should be stored as soon as they arrive, while microphones, music, lighting and presentations need a full test before guests enter.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 14
Buffet tablesqty 4
Reception table
Coat racksqty 3
Stage elementsqty 8
Bar stoolsqty 6

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 100
Water glassesqty 150
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 130
Dinner layoutqty 130
Serving spoonsqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Walkie-talkiesqty 6
Spare batteriesqty 24
Gaffer tapeqty 6
Toolboxesqty 2
Spare cablesqty 10

Lighting

LED spotlightsqty 6
String lightsqty 10
Battery lanternsqty 8

Decorations

Christmas tree
Christmas baublesqty 80
Peak
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 8
Table runnersqty 14
Christmas table decorationqty 14
Photo backdrop
Gift boxesqty 12
Table numbersqty 14
Name badgesqty 120
Program leafletsqty 130
Gift tagsqty 40

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Food warmersqty 6
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Ice cube traysqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 6 boxes
- Hot chocolate - 8 liters
- Milk - 12 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Whipped cream - 12 cans
- Cinnamon - 2 jars
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic mulled wine - 10 liters
- Red wine - 12 bottles
- White wine - 8 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Baguettes - 20 pieces
- Mini rolls - 120 pieces
- Butter - 4 packets
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Pesto - 4 jars
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Mandarins - 8 kilograms
- Apples - 6 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Party nuts - 4 kilograms
- Snacks - 6 bags
- Mini spring rolls - 240 pieces
- Bitterballen - 240 pieces
- Vegetarian snacks - 120 pieces
- Mustard - 3 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Satay sauce - 3 jars
- Diet-friendly sandwiches - 20 pieces
- Gluten-free crackers - 4 packs
- Vegan spread - 1 kilogram
- Mixed salad - 6 kilograms
- Pasta salad - 8 kilograms
- Potato salad - 8 kilograms
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Christmas loaf - 8 pieces
- Apple pie - 6 pieces
- Cream Puffs - 120 pieces
- Gingerbread - 4 packs
- Chocolate Christmas wreath cookies - 6 bags
- Peppermints - 4 bags
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant - 2 bottles
- Sponges - 12 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Paper towels - 12 packs

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8
Hand broomsqty 3

Safety

First aid kitsqty 2
Non-slip matsqty 8
Cable markersqty 24

Tips

Count dinner plates, dessert plates, water glasses and coffee cups against your confirmed guest list, then add 10% spare. Coffee spoons and serving spoons are easy to overlook because they are often stored separately from the main tableware.
For a seated meal, allow one dinner knife and one place setting per guest, plus at least one serving spoon for each shared dish. Order or collect the tableware no later than 2 days before the show so missing pieces can still be replaced.
Plan 2–3 drinks per person for the first hour, then 1–2 drinks per person for every additional hour. Keep chilled products refrigerated until setup and separate alcohol-free options from alcoholic drinks when checking dietary requirements.
For sound and presentations, have 2 wireless microphones, 2 microphone stands, a mixer, speakers, a laptop, a projector, a projection screen and spare extension cords ready. Test every microphone, music file and presentation at least 2 hours before doors open.
Buy or gather Christmas decorations, a Christmas tree, string lights, LED spotlights and battery lanterns early enough to check batteries and cables. Keep cable trays and power strips available so guest walkways remain clear during the show.

Frequently asked questions

What do I need for a Christmas show shopping list?: Plan tableware, drinks, food-service items, printed programmes and name badges, along with stage, sound, projection and lighting equipment. For quantities, start with one place setting per guest and add 10% spare tableware and consumables.
How many drinks should I buy for a Christmas show?: Allow 2–3 drinks per person during the first hour, followed by 1–2 drinks per person for each additional hour. Add extra alcohol-free drinks for children, drivers and guests who do not drink alcohol.
How many microphones do I need for a Christmas show?: Two wireless microphones are a practical starting point for presenters and performers, supported by two microphone stands. Test them with the mixer and speakers at least 2 hours before the audience arrives.
When should I buy supplies for a Christmas show?: Secure equipment, decorations and tableware at least 1 week ahead, and place catering orders as soon as attendance and dietary requirements are confirmed. Buy chilled products 1–2 days before the show and store them refrigerated on arrival.

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