What you need for a live Nativity Scene

A live Nativity Scene needs more than costumes and a manger. You will need safe housing for the animals, bedding, feed and water equipment, plus practical supplies for visitors and volunteers. This checklist also covers hot drinks, snacks, serving equipment, seating, coat storage and weather protection. Use the expected visitor count to set quantities, then confirm animal requirements and site rules before buying or borrowing anything.

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What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 40
Buffet tablesqty 3
Stoolsqty 8
Coat racksqty 2
Clothes racksqty 2

Animal enclosure

Wooden stall panelsqty 12
Animal fencingqty 10
Hay racksqty 3
Water tubsqty 4
Feed bowlsqty 4
Animal basketsqty 2
Hay balesqty 12
Tarpsqty 4
Wooden crib
Rope rollsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Coolersqty 4
Apronsqty 6

Equipment

Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 24

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 8

Decorations

Christmas treesqty 2
Christmas baublesqty 40
Poinsettiasqty 8
Christmas wreathsqty 4
Burlap fabricqty 20
Wooden cratesqty 8
Christmas figuresqty 6
Wayfinding signsqty 10
Skewersqty 10
Costumesqty 12
Headscarvesqty 6
Capesqty 6
Christmas nativity backdrop

Cleaning

Waste binsqty 6
Bucketsqty 4
Broom setsqty 3
Mop setsqty 2
Hand brushesqty 3
Sink basinsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Hot chocolate - 12 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Whipped cream - 8 cans
- Cocoa powder - 500 gram
- Cinnamon - 2 jars
- Cloves - 1 jar
- Star anise - 1 sachet
- Apple juice - 12 liters
- Orange juice - 8 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Lemonade - 4 bottles
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Ice cubes - 10 bags
- Gingerbread - 8 packs
- Christmas biscuits - 10 packs
- Spiced cookies - 8 packs
- Butter cookies - 6 packs
- Sirup waffles - 6 packs
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snacks - 4 bags
- Peanuts - 3 bags
- Raisins - 2 bags
- Mandarins - 8 kilos
- Apples - 6 kilos
- Grapes - 4 kilos
- Carrots - 3 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Crackers - 8 packs
- Butter - 4 packs
- Jam - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Sponges - 6 pieces
- Cleaning wipes - 3 packs
- All-purpose cleaner - 2 bottles
- Hand soap - 4 refills
- Paper towels - 4 packs
- Straw - 6 bales
- Hay - 4 bales
- Animal feed - 2 bags
- Animal treats - 3 bags
- Wood pellets - 2 bags
- Drinking water for animals - 40 liters

Tips

Plan animal supplies separately from visitor catering. Have a dedicated enclosure with fencing, stall panels, hay racks, water tubs and feed bowls, plus enough bedding and feed for the full event and at least one extra day.
For drinks, allow two hot drinks per visitor if the scene lasts around two hours. Prepare extra coffee cups, reusable cups, thermos flasks, kettles and coffee machines so serving does not depend on one station.
Keep the serving area workable in cold or wet weather. Use buffet tables and serving platters under party tents, and keep tarps available to cover supplies, decorations and equipment during setup or a sudden shower.
Do not leave clothing storage until the day itself. Set up clothes racks and coat racks before visitors arrive, and check that costumes, chairs, stools and folding tables fit the planned route and play area.
Buy or borrow safety and control materials early. Rope rolls, animal fencing, wooden stall panels and a wooden crib are difficult to replace at short notice, especially if permissions or animal arrangements are still being confirmed.

Frequently asked questions

How much hot drink equipment do I need for a live Nativity Scene?: Plan for about two hot drinks per visitor during a two-hour event. For 50 visitors, have roughly 100 cups available, plus enough thermos flasks, kettles or coffee machines to serve continuously rather than in one large queue.
How much seating should I provide for a live Nativity Scene?: Provide seats for around 25% to 40% of expected visitors if the presentation lasts 20 to 30 minutes. For 80 visitors, that means approximately 20 to 32 folding chairs, with tables and stools added where people will eat or wait.
What animal supplies are needed for a live Nativity Scene?: Prepare a secure enclosure with animal fencing or wooden stall panels, hay racks, water tubs, feed bowls and hay bales. Arrange the enclosure and bedding at least one day before the event, and confirm the caretaker, feed and water requirements with the animal owner.
When should I buy supplies for a live Nativity Scene?: Buy or reserve specialist items such as fencing, stall panels, a crib, tents and serving equipment at least two to four weeks beforehand. Complete the final food, drink and disposable-supply check three to five days before the event.

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