What you need for a performance night

A performance night needs more than a stage and microphones. This shopping list covers the equipment, furniture, serving items and small practical supplies that keep performers, crew and guests moving smoothly. Plan seating and tables around your confirmed guest list, then match the sound and lighting setup to each act. Check dietary requirements before buying catering, and leave time to test cables, microphones and power before doors open.

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What to bring

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

Furniture

Stage elementsqty 6
Audience chairsqty 90
Tablesqty 8
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8
Foldable tablesqty 4

Tableware

Glassesqty 120
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 100
Cake platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 10

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Laptop
USB sticksqty 3
First aid kit
Fire blanket
Flashlightsqty 3
Batteriesqty 24

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 2

Decorations

Backdrop cloth
Decorative clothsqty 8
Vasesqty 12
Tableclothsqty 8
Photo framesqty 6
Adhesive hooksqty 30
Gaffer tapeqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Small bowlsqty 16
Pliersqty 8
Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Ice cube traysqty 6

Catering

Groceries
- Coffee beans - 2 kilograms
- Black tea - 100 tea bags
- Herbal tea - 40 bags
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Tonic - 3 bottles
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 3 bottles
- Ice cubes - 10 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted peanuts - 3 bags
- Cocktail nuts - 4 bags
- Olives - 4 jars
- Sun-dried tomatoes - 3 jars
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini muffins - 120 pieces
- Brownies - 80 pieces
- Mini croissants - 80 pieces
- Baguettes - 8 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Vegetarian spreads - 6 tubs
- Raw ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Butter - 500 grams
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Stirrers - 150 pieces
- Cocktail sticks - 300 pieces
- Table water cards - 20 pieces
- Garbage bags - 30 pieces
- Organic waste bags - 10 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Paper towels - 6 packs

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 8
Trash bin stickersqty 16

Office supplies

Name badgesqty 100
Pensqty 20
Program flyersqty 120
Paper tapeqty 4
Clipboardsqty 4
Printer paper
Wristbandsqty 120
Cash register case
Cash

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Buy a mix that matches the guest list and include coffee, tea and water.
Count one chair per confirmed audience member, plus a small reserve if the venue allows it. Add tables, foldable tables or bar stools only after checking the room layout and the stage sightlines.
Allow at least one microphone for each simultaneous speaker or performer, with a spare if the programme depends on wireless microphones. Match the mixer, DI boxes, cables and active speakers to the artists’ technical requirements.
Bring enough extension cords and power strips for the sound and lighting positions, but do not daisy-chain power strips. Test every microphone, speaker, cable, LED spotlight and light stand during setup, not when the first act is due.
Buy disposable or reusable serving supplies based on the final guest count, including glasses, cups, plates, cutlery and serving spoons. Set aside separate quantities for cake or other food served during the programme so these do not disappear early.

Frequently asked questions

How many drinks do I need for a performance night?: Plan for two to three drinks per person during the first hour, followed by about one drink per person per additional hour. Add extra water and non-alcoholic options based on the guest list and dietary requirements.
How many chairs should I prepare for a performance night?: Prepare one audience chair for every confirmed guest and, if possible, 5 to 10% extra. Check that the final arrangement leaves clear paths to the entrance, exits, stage and toilets.
What sound equipment is needed for a performance night?: The exact setup depends on the performers, but commonly includes active speakers, a mixer, microphones, stands, DI boxes, audio cables and a laptop or USB sticks for playback. Confirm each artist’s technical requirements at least 7 days before the event.
When should I test the performance night equipment?: Complete a full sound and lighting test at least 2 hours before doors open. Keep the run sheet, technical schedule, spare cables and power supplies beside the control position so changes can be made quickly.

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