What you need for an improv theater evening

An improv theater evening needs more than chairs and a microphone. Plan separately for the audience, performers, host, and backstage area so drinks, servingware, name badges, and technical gear are ready when doors open. Use the number of guests to scale refreshments, then check that microphones, speakers, cables, lighting, and power strips match the room. The easily missed items are usually gaffer tape, spare pens, thermos flasks, and a clear place for coats and dressing-room supplies.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Dressing room tablesqty 2
Coat racksqty 2
High tablesqty 4

Equipment

Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Audio mixer
Audio cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED spotlightsqty 4
Light standsqty 2

Tableware

Glassesqty 100
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 10

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Serving Spoons and Ladlesqty 8

Decorations

Tableclothsqty 8
Stage drapesqty 2
Name badgesqty 100
Pensqty 20
Suggestion cardsqty 200
Changing room hangersqty 20

Cleaning

Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Lemons - 12 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Vegetable Sticks - 6 trays
- Hummus - 6 tubs
- Grapes - 6 bunches
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini wraps - 80 pieces
- Cream cheese - 4 tubs
- Hummus wrap filling - 4 containers
- Cheese slices - 2 kilos
- Cucumber - 8 pieces
- Cherry tomatoes - 6 crates
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Allergen stickers - 2 sheets
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as soft drinks, and chill the drinks before the venue opens.
Allow one plate, one cutlery set, and one glass per guest, plus at least 10% extra. For a 40-person audience, prepare 44 of each so a dropped or misplaced item does not interrupt service.
Count microphones before shopping or collecting equipment: provide one wireless microphone for the host and each performer who needs one, plus a spare if available. Match them with microphone stands, an audio mixer, active speakers, and the correct audio cables.
Bring enough power strips and extension cords to reach every speaker, light stand, and coffee machine without daisy-chaining them. Use gaffer tape to secure every cable crossing the audience or play area before the equipment retest.
Set aside a backstage kit rather than leaving it with the audience supplies: dressing-room tables, name badges, pens, coat racks, and a few serving items. Prepare the badges before arrival so registration does not compete with performer briefing and room setup.

Frequently asked questions

What drinks and snacks do I need for an improv theater evening?: For the first hour, buy two to three drinks per person, then one per person for every additional hour. Provide at least one snack portion per guest, with extra portions for dietary requirements collected during registration.
How many chairs, glasses, and plates do I need for 40 guests?: Prepare 44 chairs if the room layout allows it, and 44 glasses, plates, and cutlery sets to provide a 10% buffer. Add more chairs only after leaving a clear play area and safe access routes.
What sound equipment is needed for an improv theater evening?: A basic setup needs wireless microphones, microphone stands, an audio mixer, active speakers, audio cables, extension cords, and power strips. Test the full chain at least 60 minutes before doors open, then retest after cables and lighting are secured.
What should I bring for the improv performers backstage?: Set up dressing-room tables, name badges, pens, coat racks, and any serving items needed for performer refreshments. Have these ready at least 30 minutes before performers arrive so the player briefing can start on time.

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