What to buy for a one-act play festival

A one-act play festival needs more than stage equipment. You also need practical front-of-house supplies, catering tableware, signage, and enough furniture for the audience and performers. Plan the shopping around your expected attendance, the number of productions, and the venue’s existing stock. Check technical requirements with every theatre group before buying or hiring cables, microphones, lighting, or stage sections.

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What to bring

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

Furniture

Theater seatsqty 120
Tablesqty 8
Folding chairsqty 12
Coat racksqty 3
Clothes hangersqty 120

Equipment

Stage sectionsqty 8
Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 2
LED work lightsqty 4

Decorations

Backdropsqty 3
Decorative panelsqty 8
Plant decorationsqty 6
Stage drapesqty 4
Festival bannerqty 2
Directional signsqty 12
Adhesive hooksqty 30

Tableware

Drinking glassesqty 150
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 4
Thermos flasksqty 6
Serving traysqty 8
Pouring jugsqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Tableclothsqty 8
Coffee filtersqty 100
Tea strainersqty 6
Serving tongsqty 8
Serving spoonsqty 8
Measuring cupsqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 3 cases
- Beer - 4 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini sandwiches - 180 pieces
- Whole wheat wraps - 30 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Grilled vegetables - 3 kilogram
- Chicken breast slices - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 60 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted crackers - 8 packs
- Olives - 6 jars
- Mixed nuts - 5 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 2 jars
- Pepper - 1 can
- Salt - 1 pack
- Olive oil - 1 bottle
- Paper napkins - 400 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkin dispensers - 6 pieces

Registration

Program bookletsqty 140
Entry wristbandsqty 150
Name badgesqty 40
Badge holdersqty 40
Pensqty 20
Clipboardsqty 6
Cash tray
Cash box
Admission ticketsqty 150
Registration formsqty 40
Stage numbersqty 8
Jury formsqty 30
Prize certificatesqty 6

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Rubber glovesqty 12
Toilet brushesqty 4
Paper towelsqty 12

Safety

Cable matsqty 12
Non-slip matsqty 6
Flashlightsqty 4
Batteriesqty 24

Theater

Prop boxesqty 8
Clothes racksqty 4
Garment coversqty 30
Mirrorsqty 2
Hand mirrorsqty 4
Makeup casesqty 2
First aid kitsqty 2

Tips

Count one theatre seat per audience member, then add 5–10% extra seating if the venue allows it. Keep a separate set of folding chairs for volunteers, performers waiting offstage, or guests with access needs.
Allow one drinking glass and one coffee cup per expected guest, plus at least 10% extra. For a reception lasting two to three hours, prepare roughly two glasses per person if drinks will be served more than once.
Check each group’s technical list at least two weeks before the festival. Confirm microphone types, DI boxes, cable lengths, power requirements, and whether your mixer and speakers have enough inputs.
Buy or gather gaffer tape, extension cords, power strips, and adhesive hooks before setup day. These small items are often needed as soon as the stage, lighting, directional signs, and backdrop are installed.
Prepare front-of-house supplies at least one day ahead: printed programs, name badges, directional signs, coat racks, and hangers. Keep a small reserve of blank badges and spare programs for late registrations and walk-in guests.

Frequently asked questions

How many seats do I need for a one-act play festival?: Provide one seat for every confirmed audience member and add 5–10% spare capacity where possible. For 80 registered guests, plan for 84–88 seats, subject to the hall layout and fire-safety limits.
How much tableware is needed for a theatre festival reception?: Start with one plate, one cutlery set, one drinking glass, and one coffee cup per guest, then add 10% spare stock. For 60 guests, that means at least 66 of each item used throughout the reception.
When should I check the technical equipment for each play?: Collect technical requirements at least two weeks before the festival and confirm the final setup three to five days before opening. This gives you time to source missing microphones, cables, DI boxes, stands, or lighting equipment.
How many printed programs should I prepare?: Print one program booklet per expected guest and add 10–15% extra for late arrivals, damaged copies, and performers or volunteers. For 100 expected visitors, prepare about 110–115 booklets.

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