What you need for a musical performance
A musical performance needs more than costumes and a stage. Plan the audience area, sound system, lighting, backstage storage, refreshments and printed materials before shopping. This list covers practical items such as wireless microphones, speakers, a mixer, extension cords, LED stage lights, clothes racks, programs and serving supplies. Check what the venue already provides, then buy or borrow the missing items early enough to test them during the final rehearsal.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Audience chairsqty 170
- Foldable tablesqty 8
- Bar stoolsqty 6
- Clothes racksqty 3
- Coat hangersqty 180
- Stools for the castqty 12
Equipment
- Wireless microphonesqty 6
- Microphone standsqty 4
- Speakersqty 2
- Mixer
- Laptop for music
- DI box
- Monitor speaker
- Extension cordsqty 8
- Power stripsqty 6
- Gaffer tapeqty 4
Lighting
- LED stage lightsqty 6
- Light standsqty 2
- Work lightqty 3
- Spare flashlightsqty 6
Decorations
- Backdrop clothqty 2
- Decorative panelsqty 8
- Decorative clothsqty 6
- Artificial plantsqty 8
- Welcome sign
- Directional signsqty 8
- Program board
- Artificial flowersqty 20
- Mood lightsqty 4
- Cable tiesqty 100
- Double-sided tapeqty 4
Tableware
- Water glassesqty 180
- Coffee cupsqty 80
- Cake platesqty 180
- Coffee spoonsqty 80
- Serving traysqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Kitchen knivesqty 3
- Storage binsqty 12
- Serving tongsqty 6
Catering
- Groceries
- Coffee - 3 packs
- Tea assortment - 3 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Mini pretzels - 4 bags
- Amaretti - 3 packs
- Butter cookies - 4 packs
- Mini muffins - 8 boxes
- Apples - 30 pieces
- Bananas - 24 pieces
- Grapes - 4 kilos
- Mandarins - 30 pieces
- Cucumber - 4 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cheese slices - 2 kilos
- Chicken breast slices - 1 kilo
- Vegetarian sandwich slices - 1 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packets
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 grinder
- Olive oil - 1 bottle
- Ice cubes - 10 bags
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Wooden cocktail picks - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
Costumes
- Clothing racks for costumesqty 4
- Clothing coversqty 30
- Safety pinsqty 2
- Lint rollersqty 4
- Sewing kitsqty 2
- Spare tightsqty 8
Props
- Hand propsqty 25
- Storage cratesqty 12
- Name labelsqty 50
Cleaning
- Vacuum cleaner
- Broomqty 2
- Dustpan and brushqty 2
- Mop setsqty 2
- Cleaning glovesqty 6
- Bucketsqty 3
- Microfiber clothsqty 12
Safety
- Flashlightsqty 3
- Batteriesqty 2
- Anti-slip tapeqty 2
Paper goods
- Program bookletsqty 180
- Admission wristbandsqty 200
- Pensqty 12
- Clipboardsqty 4
- Printer paper
Tips
- Allow one audience chair per expected guest, plus a small reserve if the venue has space. Add tables for refreshments and registration, and use coat hangers on the clothes racks so costumes do not end up on the floor.
- Count microphones against the performers and presenters who need them at the same time. Test the wireless microphones, mixer, speakers, DI box, monitor speaker and laptop together before the final rehearsal.
- Bring at least two extension cords and power strips, then secure cable runs with gaffer tape. Keep a work light and spare flashlights available because backstage areas can become dark during setup or a power interruption.
- Separate costume, prop and decoration transport instead of packing everything into one box. Clothes racks, coat hangers, stools for the cast, backdrop cloths and decorative panels are easy to forget when the focus is on the performance itself.
- Prepare refreshments by counting water glasses, coffee cups and cake plates against the expected audience and cast. Print programs, directional signs, the welcome sign and the program board before event day, with a few spare copies of each paper item.
Frequently asked questions
- What equipment do I need for a musical performance?
- At minimum, plan the microphones required at the same time, speakers, a mixer, a laptop for music, a DI box and a monitor speaker. Add microphone stands, extension cords, power strips and gaffer tape, then test everything during the final rehearsal.
- How many chairs do I need for a musical performance?
- Provide one audience chair for every confirmed guest and add 5 to 10 spare chairs where the venue allows it. Count separate stools for the cast, performers or presenters rather than using audience seating.
- When should I buy supplies for a musical performance?
- Buy or borrow technical equipment, costumes, props and decorations at least 7 days before the performance. Have printed programs, signs and serving supplies ready no later than 2 days beforehand so missing items can still be replaced.
- What refreshments and serving items are needed for a musical performance?
- Plan water glasses, coffee cups and cake plates for the expected audience, cast and crew, with around 10% extra. Add foldable tables for serving and check dietary requirements before buying food.
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