What you need for a fairy tale performance

A fairy tale performance needs more than costumes and a backdrop. You’ll need a clear audience area, stage sections, scenery, props, sound and lighting that can be tested before the first guest arrives. Reception supplies, reusable drinking glasses and chilled drinks are easy to overlook when the focus is on the cast. Use this list alongside your visitor numbers, venue layout and technical check so you buy or collect the right quantities without last-minute runs.

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What to bring

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

Furniture

Audience chairsqty 140
Foldable tablesqty 10
Reception deskqty 2
Bar stoolsqty 4
Clothes racksqty 3
High tablesqty 6
Stage sectionsqty 8

Decorations

Fairytale backdrop
Decorative treesqty 4
Artificial flowersqty 30
Buntingqty 12
LED wall lightsqty 8
Decorative lanternsqty 10
Golden starsqty 40
Artificial mossqty 6
Fairy-tale castle
Decorative crownqty 3
Curtainsqty 4
Balloonsqty 100

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 8
Power stripsqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 3
Light controller

Tableware

Reusable drinking glassesqty 160
Coffee cupsqty 100
Dessert platesqty 150
Pastry forksqty 150
Coffee spoonsqty 100
Serving spoonsqty 8
Thermos flasksqty 8
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving traysqty 6
Kettlesqty 3
Coffee machinesqty 2
Ice cube traysqty 4
Napkin dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 4 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Coffee cream - 2 tubs
- White soft brown sugar - 2 packs
- Mints - 1 box
- 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
- Lemonade syrup - 2 bottles
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Butter cookies - 6 packs
- Chocolate cookies - 6 packs
- Vanilla wafers - 5 packs
- Mini muffins - 120 pieces
- Apple pie - 4 pieces
- Whipped cream - 6 cans
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Cooked ham - 1 kilo
- Chicken breast topping - 1 kilo
- Cheese cubes - 2 kilos
- Mini rolls - 150 pieces
- Whole wheat bread - 5 loaves
- White buns - 5 bags
- Butter - 4 packs
- Strawberry jam - 3 jars
- Peanut butter - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Cinnamon - 1 jar
- Vanilla sugar - 2 sachets
- Honey - 1 jar
- Sandwich bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Stir sticks - 200 pieces
- Disposable cups for backstage - 50 pieces
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Rubber gloves - 6 pairs

Theater supplies

Prop cratesqty 4
Magic wandsqty 6
Training swordsqty 3
Fairy tale booksqty 4
Hand mirrorsqty 3
Decorative keysqty 5
Artificial crownsqty 6
Costume jewelryqty 2
Treasure chest
Artificial flower bouquetsqty 5

Clothing

Princess dressesqty 3
Prince costumesqty 2
Witch cloaksqty 2
Wizard robesqty 2
Crownsqty 6
Fairy tale hatsqty 6
Wingsqty 4
Glovesqty 8
Garment coversqty 15

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Waste binsqty 8
Cleaning clothsqty 12
Hand soap dispensersqty 4
Paper towelsqty 6

Registration

Visitor listqty 2
Pensqty 20
Name badgesqty 150
Program leafletsqty 150
Ticketsqty 150
Clipboardsqty 4
Cash box
Tapeqty 6
Scissorsqty 4

Information

Directional signsqty 12
Pictogram cardsqty 8
Break sign
Program board

Safety

Cable matsqty 12
Gaffer tapeqty 6
Non-slip matsqty 8
Flashlightsqty 6
Batteriesqty 24

Transport

Transport binsqty 12
Hand trucksqty 2
Ratchet strapsqty 8

Tips

Count audience chairs against the visitor list, then add a small buffer rather than discovering missing seats at the door. Include foldable tables for reception, registration or refreshments.
Check every decorative element against the stage plan before shopping: the backdrop, castle, trees, flowers, moss, curtains and crown all need space and a safe way to stay in place.
Allow one working microphone for each simultaneous speaker and test the wireless microphones, mixer, speakers and music player together at least one day before the performance.
Measure the distance from the power source to the stage and lighting positions before choosing extension cords. Keep spare power strips available and tape or secure cables so visitors cannot trip.
Chill drinks before guests arrive and prepare reusable drinking glasses near the refreshment area. Collect fresh produce close to serving time, especially if catering depends on it.

Frequently asked questions

What do I need for a fairy tale performance?: Plan for audience chairs, reception and serving tables, stage sections, scenery, props, costumes, sound equipment and stage lighting. The core setup includes a fairy-tale backdrop, decorative trees, a castle, speakers, microphones, a mixer, spotlights and reusable drinking glasses.
How many chairs do I need for a fairy tale performance?: Start with one audience chair per confirmed visitor, based on the visitor list. Add a small reserve where the venue allows it, and check the layout before the event so aisles and the performance route remain clear.
When should I test the sound and lights?: Complete a full sound and lighting test at least one day before the performance. Check the microphones, mixer, speakers, music player, spotlights, light controller, extension cords and power strips in the actual room.
When should I buy drinks and fresh produce?: Buy packaged drinks early enough to chill them before the doors open, then collect fresh produce as close to serving time as practical. Finish the shopping-list check before the final setup day so missing items do not compete with loading the decor.

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