What you need for a school musical

A school musical needs more than costumes and a script. This shopping list covers the practical items for the stage, backstage, technical setup, audience seating and refreshments. Plan equipment around the size of the venue and the number of performers, then test everything before the first full rehearsal. Small items such as extension cords, labels, batteries and serving supplies are easy to miss and can delay the performance if they are left until the final week.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 250
Bar stoolsqty 4
Coat racksqty 3
Clothes racksqty 4
Bollardsqty 8
Stage modulesqty 12
Stoolsqty 10

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 6
Microphone standsqty 4
Laptop
HDMI cablesqty 3
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20
Projector
Projection screen

Lighting

LED theater spotlightsqty 8
Light standsqty 4
Mood lightingqty 6
Battery lampsqty 8

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 80
Serving traysqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Storage binsqty 12
Ice packsqty 20
Garment coversqty 50
Clothing labelsqty 60
Makeup mirrorsqty 4
Makeup brushesqty 12
Makeup containersqty 12
Towelsqty 12

Decorations

Backdropsqty 3
Decorative panelsqty 8
Tableclothsqty 8
Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Tapeqty 8
Painter's tapeqty 8
Ropeqty 2
Cable tiesqty 100
Name badgesqty 40
Wayfinding signsqty 8
Program standsqty 4

Cleaning

Waste binsqty 8
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Toilet brushesqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Cocoa powder - 1 tin
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 48 bottles
- Alcohol-free wine - 6 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Bitter lemon - 4 bottles
- Ice cubes - 10 bags
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 5 bags
- Popcorn - 3 kilograms
- Mini pretzels - 4 bags
- Snack mix - 4 bags
- Cheese cubes - 3 kilograms
- Cucumber - 8 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cherry tomatoes - 2 kilograms
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Butter - 1 kilogram
- Jam - 4 jars
- Chocolate sprinkles - 3 packs
- Peanut butter - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Cheese mini sandwiches - 80 pieces
- Vegetarian mini sandwiches - 40 pieces
- Mini vegan sandwiches - 20 pieces
- Gluten-free rolls - 10 pieces
- Mini quiches - 80 pieces
- Vegetarian mini quiches - 30 pieces
- Vegan wraps - 30 pieces
- Gluten-free wraps - 15 pcs
- Brownies - 80 pieces
- Mini muffins - 100 pieces
- Vegan muffins - 30 pieces
- Gluten-free cookies - 4 packs
- Milk chocolate - 3 kilograms
- Vegan candy - 3 bags
- Fruit water - 12 bottles
- Lemons - 12 pieces
- Mint - 6 bunches
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Food labels - 2 packs

Tips

Test the laptop, projector, HDMI cables, audio cables and microphones at least 7 days before the show. Keep one spare connection option available if the venue setup is unfamiliar.
Plan one seat for every ticketed audience member, then add a small number of spare chairs for late changes or accessibility needs. Set up the seating layout before doors open, not during check-in.
Count costumes and props by performer and scene, and label each item after the fitting. Finish this check at least 5 days before the performance so missing pieces can still be replaced or made.
For the refreshments table, count reusable cups, coffee cups, plates and forks against the expected audience, then add about 10% extra. Put serving trays, teaspoons and dietary information together before catering arrives.
Secure every cable crossing with cable trays or similar protection and keep extension cords and power strips away from walkways. Check the lighting, speakers and wireless microphones during the same technical run-through.

Frequently asked questions

What equipment do I need for a school musical?: Plan for speakers, a mixer, wireless microphones, microphone stands, a laptop, HDMI and audio cables, extension cords, power strips and cable protection. If you use projected scenery or announcements, add a projector and screen and test them at least 7 days ahead.
How many cups and plates do I need for a school musical?: Use the expected audience size as your base quantity and add about 10% for performers, volunteers and replacements. Provide separate quantities for reusable cups, coffee cups, plates, pastry forks and teaspoons rather than relying on one mixed estimate.
When should I prepare costumes and props for a school musical?: Complete the main costume inventory and prop collection at least 5 days before the show. Label costumes after try-ons and place props by scene so the crew can find them during rehearsals without searching.
How early should I test the sound and lighting?: Run a complete sound and lighting test at least 7 days before opening, then repeat it during the final technical rehearsal. Check every microphone, audio file, speaker, spotlight, cable and power connection in the actual performance space.

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