What to buy for a dress rehearsal

A dress rehearsal needs more than costumes and sheet music. Plan refreshments for the full rehearsal period, plus practical items for registration, seating, music stands and shared equipment. Use the participant list to calculate food, drinks, cups and plates instead of guessing. Check power, serving and storage items before the day, because extension cords, name badges and chilled drinks are often arranged too late.

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What to bring

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

Furniture

Chairsqty 40
Tablesqty 8
Buffet tablesqty 2
Clothes racksqty 2

Equipment

Music standsqty 40
Conductor's lectern
Piano
Audio system
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Metronome

Tableware

Water glassesqty 40
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving traysqty 6
Teaspoonsqty 40
Scissorsqty 2
Waste binsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Sandwiches - 50 pieces
- Whole grain bread - 4 loaves
- Butter - 500 grams
- Young cheese - 2 kilos
- Back ham - 1 kilo
- Chicken breast - 1 kilo
- Hummus - 4 tubs
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Lettuce - 4 heads
- Apples - 40 pieces
- Bananas - 35 pieces
- Grapes - 3 kilos
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snacks - 3 bags
- Cookies - 5 packs
- Muesli bars - 40 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Paper towels - 4 packs
- Napkins - 4 packs

Paperwork

Sheet musicqty 40
Music foldersqty 40
Attendance formsqty 5
Name badgesqty 40
Pensqty 50
Pencilsqty 40
Eraserqty 10
Notepadsqty 40

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4
Microfiber clothsqty 10

Lighting

Standing lampsqty 2

Safety

Cable matsqty 6
Warning signsqty 4

Tips

Plan around 2–3 drinks per person for the first hour, then about 1 drink per person for each following hour. Include water as well as coffee, tea and cold drinks, and chill the drinks before participants arrive.
For a lunch buffet, allow 1 main portion per person, plus 10% extra for late additions and larger appetites. Buy dietary alternatives only after checking the registration responses, so vegetarian, allergy-friendly or other special meals are not missed.
Count one chair and one music stand for every performer, then add 2–3 spare stands if the rehearsal involves section changes or shared scores. Check the conductor’s lectern and piano before the room opens rather than discovering a problem during warm-up.
Bring at least one extension cord and one power strip for each separate equipment area, and test the audio system, microphones and microphone stands together. Keep cables away from walkways and leave a clear route between the entrance, seating and buffet.
Set aside practical serving supplies before shopping is finished: coffee cups, teaspoons, water glasses, plates, cutlery, serving spoons, trays and waste bins. Prepare name badges and scissors at registration, and keep sheet music and dietary notes together with the attendance list.

Frequently asked questions

How much food do I need for a dress rehearsal?: Allow one lunch portion per participant and add about 10% extra. For a group of 30, plan for roughly 33 portions, with dietary alternatives based on the registration list.
How many drinks should I buy for a dress rehearsal?: For the first hour, calculate 2–3 drinks per person, then about 1 drink per person for every additional hour. For 30 people rehearsing for four hours, that is approximately 150–180 drinks, including water and hot drinks.
How many chairs and music stands are needed?: Prepare one chair and one music stand for each performer, plus 2–3 spare stands for section changes or shared parts. Add separate seating for anyone attending without performing.
When should I buy or prepare dress rehearsal supplies?: Confirm catering, dietary requirements and equipment at least 3–5 days before the rehearsal. Buy fresh groceries and chill drinks within 24 hours of the event, then set out tableware and registration supplies before participants arrive.

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