What You Need for a Musical Performance

A musical performance needs more than costumes and a stage. This shopping list covers the items audiences, performers and crew rely on, from chairs and program booklets to microphones, tableware and directional signs. Check quantities against your venue layout, audience size and cast before shopping. Several items, including wireless microphones, speakers and stage sections, may be better reserved or hired than bought, so confirm availability before the technical rehearsal.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Audience chairsqty 220
Foldable tablesqty 10
Changing room chairsqty 30
Clothes racksqty 8
Coat racksqty 4
Entrance desk
Bar stoolsqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 250
Wine glassesqty 120
Dessert platesqty 220
Coffee spoonsqty 100
Serving traysqty 12
Water jugsqty 12
Pitcherqty 4

Decorations

Theater curtainsqty 2
Backdrop clothsqty 4
Decorative panelsqty 8
Tableclothsqty 10
Red carpet
Directional signsqty 12
Program bookletsqty 250
Cloakroom numbersqty 250
Name badgesqty 40

Equipment

Wireless microphonesqty 8
Microphone standsqty 4
Speakersqty 4
Mixer
Audio cablesqty 12
Laptop
Music player
Extension cordsqty 12
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Theatre spotlightsqty 10
LED front lightsqty 6
Lightboard
Light standsqty 6
Cable rampsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Small bowlsqty 20
Bottle openersqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Waste binsqty 12
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Bitterballen - 400 pieces
- Mini cheese soufflés - 200 pieces
- Vegetarian mini snacks - 200 pieces
- Vegan mini snacks - 100 pieces
- Mini sandwiches - 250 pieces
- Whole grain bread - 8 loaves
- White sandwich loaves - 8 loaves
- Mini rolls - 250 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Chicken breast slices - 2 kilos
- Cucumber - 15 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Satay sauce - 2 jars
- Napkins - 1000 pieces
- Stirrers - 500 pieces
- Straws - 250 pieces
- Ice cubes - 20 kilo
- Apples - 80 pieces
- Bananas - 40 pieces
- Grapes - 8 kilos
- Mandarins - 60 pieces
- Muffins - 150 pieces
- Mini cookies - 6 packs
- Brownies - 100 pieces
- Gluten-free cookies - 4 packs
- Vegan muffins - 50 pieces
- Nut-free snacks - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Rubber gloves - 10 pairs

Tips

Plan seating and tables from the audience count first. Allow one audience chair per ticketed guest, then add a small number of spare chairs for accessibility, crew and late changes.
Prepare one program booklet per attendee, plus at least 5–10% extra. Extra copies cover damaged booklets, last-minute guests and people who need a replacement.
Count tableware by service rather than by guest list alone. For a drinks and dessert service, plan at least one drinking glass, dessert plate and spoon per guest, with 10% spare.
Keep technical equipment available for the full technical rehearsal, not just the performance. Test every wireless microphone, microphone stand, speaker and mixer before doors open.
Set out directional signs and cloakroom numbers before invitations are acted on. Guests need to find the entrance, audience area, changing rooms and cloakroom without asking the performance team.

Frequently asked questions

What equipment do I need for a musical performance?: At minimum, plan the wireless microphones, microphone stands, speakers and mixer listed in the equipment plan. Test the complete sound setup during the technical rehearsal and keep a spare microphone option available if possible.
How many program booklets should I print for a musical performance?: Print one booklet for every expected attendee, then add 5–10% extra. For 100 guests, that means 105 to 110 booklets, allowing for last-minute arrivals and damaged copies.
How much tableware do I need for the performance reception?: Use one item per guest for the planned service and add around 10% spare. For 80 guests, prepare about 88 drinking glasses, dessert plates and coffee spoons, adjusting the count for wine or coffee service.
When should I arrange stage and sound equipment?: Reserve stage sections, stage steps and sound equipment as soon as the venue and performance date are confirmed. Have everything available before the technical rehearsal, rather than waiting until the performance day.

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