School musical shopping list

A school musical needs more than costumes and props. You also need a workable backstage setup, enough serving equipment for the audience, and reliable sound connections for the performance. Use this shopping list alongside your cast numbers, guest list and room layout. Check what the venue already provides at least two weeks before the show, especially microphones, speakers, tables, extension cords and kitchen equipment.

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What to bring

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

Furniture

Chairsqty 200
Foldable tablesqty 12
Bar stoolsqty 4
Clothes racksqty 4
Dressing room tablesqty 6
Changing room chairsqty 24

Tableware

Glassesqty 220
Coffee cupsqty 80
Platesqty 80
Platesqty 220
Forksqty 220
Cake forksqty 220
Knivesqty 80

Kitchen

Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Serving traysqty 8
Scissorsqty 8
Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 6
Pliersqty 8
Serving spoonsqty 8

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 4
Mixer
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8

Lighting

LED spotlightsqty 8
String lightsqty 6
Flashlightsqty 6

Decorations

Backdropsqty 4
Decorative panelsqty 12
Decorative plantsqty 8
Artificial flowersqty 20
Paper garlandsqty 12
Balloonsqty 200
Balloon ribbonqty 4
Tapeqty 12
Double-sided tapeqty 8
Ropeqty 4
Cardboard sheetsqty 30
Acrylic paintqty 12
Brushesqty 20
Paint rollersqty 6
Painter's tapeqty 8
Glue gunsqty 4
Glue Sticksqty 40
Staplersqty 4
Staplesqty 8
Cable tiesqty 100
Cable traysqty 12
Name labelsqty 100
Clothing coversqty 40
Clothing labelsqty 60

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Coolersqty 6
Drink dispensersqty 4
Snack plattersqty 12
Bread basketsqty 6
Coffee filtersqty 100
Napkinsqty 500
Tableclothsqty 12
Menu card holdersqty 8
Thermometerqty 2
Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Blackcurrant lemonade - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Straws - 250 pieces
- Ice cubes - 15 kilos
- Stir sticks - 250 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Paper napkins - 500 pieces
- Mini croissants - 250 pieces
- Mini cheese rolls - 150 pieces
- Mini sausage rolls - 150 pieces
- Whole grain bread - 8 loaves
- White bread - 8 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Jam - 6 jars
- Peanut butter - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 6 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Cheese crackers - 8 packs
- Snack mix - 8 packs
- Popcorn - 8 bags
- Cookies - 12 packs
- Stroopwafels - 10 packs
- Brownies - 180 pieces
- Muffins - 180 pieces
- Sugar-Free Cookies - 6 packs
- Gluten-free crackers - 6 packs
- Vegan sandwiches - 30 pieces
- Vegetarian cheese - 2 kilos
- Gluten-free sandwich rolls - 30 pieces
- Lemons - 2 kilos
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Matches - 2 boxes
- Labels - 2 rolls
- Pens - 20 pieces

Tips

Plan one chair for every audience member on the guest list, then add 5–10 spare chairs for late changes, volunteers and anyone who needs extra space.
Count tableware against the audience and cast separately. For a refreshment service, allow at least one glass or cup per guest, plus 10% extra for replacements and second servings.
Test every wireless microphone, speaker, mixer, laptop and HDMI cable together at least 3 days before the performance. Keep 2 spare extension cords available for equipment and charging.
Set up dressing-room tables, chairs and clothing racks before the cast arrives. Label each costume and reserve at least 15 minutes per performer for a final costume check.
Buy or collect catering ingredients only after dietary requirements and ticket numbers are confirmed. Recheck quantities 48 hours before the show so late registrations do not leave you short.

Frequently asked questions

What equipment do I need for a school musical?: Plan for wireless microphones, microphone stands, speakers, a mixer, a laptop, HDMI cables and extension cords. Test the complete setup at least 3 days before the performance, not just each item separately.
How many plates, cups and forks do I need for a school musical?: Start with one plate, cup or glass, fork and napkin per expected guest, then add 10% extra. If 100 people are attending, prepare at least 110 of each frequently used item.
When should I buy supplies for a school musical?: Confirm the guest count and dietary requirements 48 hours before shopping for catering. Collect or buy technical supplies, tableware and backstage equipment at least 3 days before the show so there is time to replace missing items.
What do I need for the backstage dressing rooms?: Provide dressing-room tables, chairs, clothing racks, labelled costumes and scissors for quick adjustments. Set up the room at least 60 minutes before the cast’s call time and keep a clear walkway between the racks.

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