What You Need for a Musical Performance

A musical performance needs more than costumes and a stage. This shopping list covers the practical items that are easy to overlook, from audience seating and coat racks to microphones, extension cords, serving ware and printed programs. Plan equipment for both the performance and the technical run-through, and keep separate backups of music files and cue lists. Quantities depend on your audience and cast, but the guidance below helps you turn the plan into a clear purchase or rental list.

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What to bring

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

Furniture

Stage sectionsqty 8
Audience chairsqty 120
Foldable tablesqty 8
Bar stoolsqty 4
Clothes racksqty 4
Coat racksqty 2
Waste binsqty 8

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 150
Pastry forksqty 150
Coffee spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4
Ice cube traysqty 4
Food containersqty 12
Rolls of labelsqty 4
Ice packsqty 20

Equipment

Speakersqty 2
Mixing console
Wireless microphonesqty 6
Microphone standsqty 6
Laptopsqty 2
Headphonesqty 4
USB sticksqty 4
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Gaffer tapeqty 8
Toolboxesqty 2
Step laddersqty 2
Hand trucksqty 2
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 6

Decorations

Backdropsqty 3
Decorative panelsqty 8
Stage curtainsqty 2
Decorative plantsqty 8
Foyer sign
Program board holdersqty 6
Table runnersqty 8
Theater postersqty 12
Prop cratesqty 6
Hand propsqty 20
Arrows to the hallqty 12
Cloakroom numbersqty 150
Name badgesqty 40
Program bookletsqty 150
Seat number cardsqty 120
Table signsqty 12

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar packets - 250 pieces
- Sweeteners - 100 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Cocoa powder - 500 gram
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Bitter lemon - 4 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 8 bottles
- Lemons - 2 kilos
- Limes - 1 kilo
- Fresh mint - 6 bunches
- Ice cubes - 15 kilos
- Mini water bottles - 120 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Herb butter - 1 kilo
- Back ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Vegetarian slices - 1 kilo
- Egg salad - 1 kilo
- Baguettes - 12 pieces
- Mini croissants - 100 pieces
- Wholemeal bread - 6 loaves
- White rolls - 100 pieces
- Crackers - 8 packs
- Wraps - 60 pieces
- Baguettes - 10 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted pretzels - 6 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Grapes - 5 kilos
- Apples - 80 pieces
- Pears - 50 pieces
- Bananas - 40 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 20 pieces
- Mini mozzarella - 2 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto - 1 kilo
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Herb mix - 4 jars
- Butter cake - 6 pieces
- Brownies - 100 pieces
- Apple pie - 4 pies
- Whipped cream - 2 liters
- Cookies - 10 packs
- Chocolate - 3 kilos
- Filled cookies - 80 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan wraps - 20 pieces
- Vegan Cream Cheese - 500 gram
- Vegan cookies - 4 packs
- Allergen labels - 2 rolls
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Wooden stirrers - 250 pieces
- Straws - 150 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Cleaning sponges - 12 pieces
- Rubber gloves - 8 pairs

Cleaning

Microfiber clothsqty 20
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleanerqty 2
Hand soap dispensersqty 6
Toilet brushesqty 4

Tips

Count one audience chair per ticketed guest, then add 5–10% extra chairs for last-minute changes, damaged seats or crew use. Number the rows and seats before doors open so ushers are not solving seating problems during the performance.
Allow one wireless microphone for each simultaneous speaker or performer who needs amplification, plus at least one spare microphone. Test every microphone, stand, speaker and cable during the technical run-through rather than waiting until show time.
Plan one coat-rack position for roughly 20–30 coats and keep the coat check near the entrance. Add enough clothes racks for costume changes, and label costumes before the first full run so missing pieces can be traced quickly.
For interval or post-show catering, provide roughly 2–3 drinks per guest during the first hour, then adjust for the schedule. Prepare separate water glasses, wine glasses and coffee cups, and confirm dietary requirements before buying food.
Print one program booklet per attendee on the final confirmed audience count, plus 5–10% spare copies. Bring USB sticks with duplicate music files and cue information, and pack extension cords before the venue setup begins.

Frequently asked questions

What equipment do I need for a musical performance?: At minimum, plan speakers, a mixing console, microphones, microphone stands, laptops, headphones, USB sticks and extension cords. Test the complete setup at least 1 day before the performance, including backup music files.
How many chairs do I need for a musical performance?: Provide one audience chair per expected guest and add 5–10% extra. For 100 guests, prepare 105–110 chairs, plus any additional seats required for crew, cast members or accessibility arrangements.
How many programs should I print for a musical performance?: Print one program booklet per expected attendee and add 5–10% spare copies. For 200 guests, prepare 210–220 booklets after the script, cast list and cue details are final.
How early should I prepare costumes and props?: Check costumes and props at least 1 week before the first full run, then repair and label everything before the technical run-through. Keep a short list of missing items and resolve it before the final rehearsal.

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