What You Need for a Musical Performance

A musical performance needs more than microphones and a stage. You will also need audience seating, reception and cloakroom furniture, backstage supplies, lighting accessories, décor materials and catering equipment. Check quantities against your audience capacity, cast size and venue layout before ordering. Items such as spare batteries, cable covers, extension cords and clear signage are easy to overlook and can cause delays if they are left until the final week.

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What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 8
Dressing room racksqty 4
Changing room chairsqty 12
Reception desksqty 2
Coat racksqty 3
Bollardsqty 8

Equipment

Wireless microphonesqty 8
Microphone standsqty 4
Speakersqty 4
Mixer
Music player
Laptop
Spare batteriesqty 24
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Lighting

Stage spotlightsqty 8
Light standsqty 4
Cable reelsqty 4

Decorations

Backdropsqty 3
Stage curtainsqty 2
Decorative panelsqty 6
Artificial plantsqty 8
String lightsqty 6
Decorative clothsqty 10
Tapeqty 6
Double-sided tapeqty 4
Cable tiesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Carafesqty 12
Serving plattersqty 16
Washing-up bowlsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Stir sticks - 250 pieces
- Paper napkins - 600 pieces
- Mini water bottles - 180 pieces
- Mini croissants - 180 pieces
- Mini currant buns - 120 pieces
- Cheese mini sandwiches - 80 pieces
- Ham mini sandwiches - 80 pieces
- Hummus mini sandwiches - 60 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Cheese sticks - 6 bags
- Salted peanuts - 4 bags
- Student mix - 4 bags
- Mini cookies - 8 packs
- Brownies - 120 pieces
- Muffins - 100 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Butter - 2 packs
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Vegan spread - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Wraps - 8 packs
- Pasta salad - 8 kilo
- Green salad - 6 kilos
- Herb dressing - 4 bottles
- Vegetarian quiche - 8 pieces
- Vegan quiche - 4 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Fruit cake - 4 pieces
- Herb cream cheese - 2 tubs
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Trash bags - 80 pieces
- Paper waste bags - 30 pieces
- Disinfectant wipes - 6 packs
- Bandages - 2 boxes
- Gaffer Tape - 6 rolls
- Label stickers - 4 sheets
- Ballpoint pens - 20 pieces
- Wristbands - 200 pieces
- Receipt rolls - 4 rolls

Tips

Plan seating and reception equipment for your confirmed audience capacity, then reserve a small number of extra chairs and tables for late changes or accessibility needs.
Count wireless microphones by performer and keep spare batteries ready for every performance slot. Test each microphone with the mixing desk before the final rehearsal.
Measure cable routes before buying cable mats, extension cords, power strips and cable ties. Keep walkways clear and use cable covers wherever the audience or cast may cross.
Confirm costumes, props, backdrops and stage curtains against the final scene list at least one week before the show. Small items such as tape, double-sided tape and decorative fabrics are often needed during setup.
Order catering from the final registration count and include dietary requirements. If coffee is served to the audience or crew, arrange coffee machines and a nearby power supply before delivery day.

Frequently asked questions

What equipment do I need for a musical performance?: For a basic setup, plan wireless microphones, microphone stands, speakers, a mixing desk, a music player or laptop, extension cords, power strips and spare batteries. Confirm the exact number of microphones and speakers with the venue at least 2 weeks before the performance.
How many chairs do I need for a musical performance?: Start with 1 chair per registered audience member, then check the venue layout and accessibility requirements. Finalise the chair count 1 week before the show, when the guest list and seating plan are stable.
What backstage supplies are easy to forget for a musical?: Commonly missed items include spare batteries, cable ties, tape, double-sided tape, costume storage, dressing-room chairs and garment racks. Pack these supplies in a labelled backstage box no later than the day before the performance.
When should I order catering for a musical performance?: Use the final registration count and dietary information to place the catering order at least 3 to 5 days before the performance. Keep a small buffer for crew and late-confirmed guests, but base the order on actual registrations rather than venue capacity.

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