What you need for a family theater performance

A family theater performance needs more than chairs and a stage. You will need tableware for refreshments, equipment for clear sound and playback, and practical furniture for the entrance, dressing area and audience. Buy or collect items early enough to test the technical setup and prepare the room before guests arrive. Use the plan’s shopping list as your checklist, then match quantities to your confirmed visitor list and catering arrangements.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 120
Beer tablesqty 8
Entrance tablesqty 2
Coat racksqty 3
Stoolsqty 6
Stage sectionsqty 12
Dressing room tablesqty 3
Changing room chairsqty 10

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Dessert platesqty 150
Forksqty 150
Teaspoonsqty 100
Serving traysqty 8

Decorations

Backdrop
Decorative clothsqty 6
Balloon archesqty 2
Buntingqty 8
Tableclothsqty 10
Flower arrangementsqty 6
Program standsqty 4

Decorative panels

Decorative panelsqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Laptop
Music player
HDMI cablesqty 3
XLR cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12
Slide projector
Projection screen
Folding cratesqty 8

Lighting

LED theater spotlightsqty 6
Light standqty 2
Lighting Console
Mood lightingqty 8
Flashlightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 6

Cleaning

Bucketsqty 3
Microfiber clothsqty 12
Broom setsqty 3
Mopsqty 3
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Sparkling water - 6 bottles
- Paper straws - 150 pieces
- Herbal tea - 2 boxes
- Croissants - 80 pieces
- Mini muffins - 100 pieces
- Currant buns - 60 pieces
- Unsalted butter - 2 packs
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cheese slices - 3 packs
- Ham slices - 3 packs
- Hummus - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 6 bags
- Mini rice cakes - 6 packs
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Raisins - 3 packs
- Allergy-free cookies - 6 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 4 packs
- Nut-free cereal bars - 100 pieces
- Yogurt - 6 liter
- Vanilla sauce - 3 bottles
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Cinnamon - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand gel - 4 bottles
- Tissues - 12 packs
- Diet biscuits - 4 packs
- Vegan muffins - 30 pieces
- Gluten-free muffins - 20 pieces
- Lactose-free milk - 4 liters
- Lemonade syrup - 3 bottles
- Ice cubes - 10 bags
- Coffee filters - 2 packs
- Disposable teaspoons - 150 pieces
- Paper cups - 150 pieces
- Paper plates - 150
- Skewers - 200 pieces
- Food storage containers - 20 pieces
- Allergen labels - 2 packs

Tips

Count chairs against the final visitor list, then add a small reserve for children, parents and late seating changes. Keep walkways clear rather than filling every available space.
Plan separate serving supplies for drinks, coffee and dessert: reusable cups, coffee cups, plates, dessert plates, forks and teaspoons. Buy or collect enough for the full audience plus replacements.
Check speakers, the mixer, wireless microphones, microphone stands, laptop, music player and HDMI cables before the performance day. Test every cable and device together, not just individually.
Prepare the entrance and refreshment areas with entrance tables, coat racks, serving trays and tablecloths. These are easy to overlook when attention is focused on the stage and seating.
Allow time to transport and set up the stage sections, backdrop and set pieces before the audience enters. Keep decorative cloths, panels, bunting and balloon arches separate so they do not delay the technical setup.

Frequently asked questions

How many chairs do I need for a family theater performance?: Provide one chair for every confirmed visitor on the final guest list. Add around 5% extra seating, or at least two additional chairs for a small performance, to cover last-minute changes.
How much tableware should I buy for the audience?: Start with one plate, dessert plate, fork and teaspoon per expected guest, then add 10% spare pieces. For drinks, plan at least two reusable cups per person if cups will not be washed during the event.
When should I test the theater sound equipment?: Test the speakers, mixer, microphones, laptop, music player and HDMI cables at least one day before the performance. Repeat a short sound check after the equipment has been transported and connected in the venue.
What should I prepare for the performers backstage?: Set up dressing room tables and changing room chairs before performers arrive. Have the backstage area ready at least 60 minutes before the audience is expected, with clear access to the stage.

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.