What you need for a musical performance
A musical performance needs more than costumes and a script. This shopping list covers the practical items that are easy to miss: microphones, stands, cables, stage lighting, changing-room furniture, props, backdrop materials and refreshments for the audience. Check what the venue already provides before buying or borrowing anything. Plan the technical equipment early, then complete the food and serving supplies after you know the audience size and dietary requirements.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 6
- Chairsqty 120
- Tablesqty 8
- Changing room chairsqty 12
- Clothes racksqty 4
Equipment
- Wireless microphonesqty 6
- Microphone standsqty 4
- Speakersqty 2
- Mixer
- Audio cablesqty 12
- Extension cordsqty 4
- Clothes steamersqty 2
- Mirrorsqty 4
- Clothes railsqty 4
Lighting
- Stage spotlightsqty 6
- Light standsqty 3
- Power stripsqty 6
Decorations
- Backdropqty 2
- Decorative panelsqty 6
- Artificial plantsqty 8
- Decorative clothsqty 6
- Decorative lightingqty 4
- Tapeqty 6
- Cable tiesqty 100
- Scissorsqty 4
Tableware
- Coffee cupsqty 120
- Water glassesqty 120
- Cake platesqty 120
- Teaspoonsqty 120
- Serving traysqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving tongsqty 6
- Washing-up basinsqty 6
Catering
- Cookie traysqty 8
- Drink dispensersqty 4
- Dressing room refrigeratorsqty 2
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 liters
- Butter cookies - 6 packs
- Krakelingen - 4 packs
- Mini cream rolls - 120 pieces
- Mini apple turnovers - 80 pieces
- Mini ham and cheese croissants - 80 pieces
- Cheese sandwiches - 40 pieces
- Ham sandwiches - 40 pieces
- Vegetarian sandwiches - 20 pieces
- Gluten-free sandwiches - 6 pieces
- Fruit skewers - 80 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Napkins - 250 pieces
- Paper cups - 150 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 8 packs
Cleaning
- Vacuum cleanerqty 2
- Mop headsqty 2
- Bucketsqty 3
- Waste binsqty 8
Tips
- Allow one wireless microphone for each speaking or singing position used at the same time, plus at least one spare if the budget and equipment allow. Confirm compatibility with the mixer and speakers before the performance week.
- Count chairs for the audience, changing room and volunteer areas separately. Keep changing-room chairs and clothes racks backstage rather than taking them from the seating plan on the day.
- Measure the stage and backdrop area before ordering stage sections, decorative panels or cloths. Leave clear paths for performers, and secure backdrop materials with tape or cable ties rather than improvising during setup.
- Count every cable, extension cord and power strip during the technical check. Keep audio cables away from audience walkways and use tape to secure any cable that crosses a floor or access route.
- Buy or borrow serving supplies based on the confirmed guest count, not the number invited. For a coffee and cake service, count cups, water glasses, cake plates and teaspoons separately, and check that there are enough trays, coffee machines, kettles and thermos flasks for the serving team.
Frequently asked questions
- What equipment do I need for a musical performance?
- Plan for microphones, microphone stands, speakers, a mixer, audio cables, extension cords, stage spotlights, light stands and power strips. Check the venue’s inventory at least 2 weeks before the performance so missing equipment can still be borrowed or rented.
- How many microphones do I need for a musical?
- You need one microphone for each performer or position that must be heard simultaneously, depending on the production setup. Add 1 spare microphone where possible and test every channel during the final rehearsal, no later than 1 day before the show.
- What should I buy for the backstage changing room?
- Provide changing room chairs and clothes racks, then add costumes, props and any labelled storage needed for quick changes. Set up the changing area at least 2 hours before the audience arrives so performers can organise costumes before sound and lighting checks.
- How much tableware do I need for a musical performance?
- Count coffee cups, water glasses, cake plates and teaspoons for the confirmed number of guests, then add 10% for breakage, seconds and unexpected visitors. Have the serving trays, coffee machines, kettles and thermos flasks ready at least 30 minutes before refreshments begin.
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