School Musical Shopping List

A school musical needs more than costumes and a script. Plan supplies for the stage, backstage, audience area and refreshments so the performance can run without last-minute shopping. This list covers seating, tables, coat storage, props, microphones, speakers, lighting, serving items and basic power equipment. Check quantities against your cast size, audience capacity and number of performances before buying or borrowing anything.

Organize this event for free with Lizzt

What to bring

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

Furniture

Audience chairsqty 120
Foldable tablesqty 8
Beer tablesqty 4
Clothes racksqty 3
Coat racksqty 4
Bar stoolsqty 4
Waste binsqty 6
Stage blocksqty 12
Decorative panelsqty 8

Tableware

Coffee cupsqty 100
Glassesqty 140
Mugsqty 40
Cake platesqty 120
Paper napkinsqty 300
Teaspoonsqty 50
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 12
Laptop
Playlist controller
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
LED garlandsqty 6
Spare flashlightsqty 10

Decorations

Balloonsqty 150
Balloon ribbonqty 4
Party buntingqty 12
Decorative clothqty 6
Stage curtainsqty 2
Plantersqty 6
Welcome sign
Directional signsqty 8
Program standsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Thermos flasksqty 6
Water jugsqty 8
Bread basketsqty 8
Serving traysqty 10
Pliersqty 8
Measuring cupsqty 2
Cutting board matsqty 4

Cleaning

Broomqty 3
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cartsqty 2
Microfiber clothsqty 20
Toilet brushesqty 3
Hand soap dispensersqty 4
Disinfectant sprayqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Lemonade - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 15 kilograms
- White rolls - 120 pieces
- Wholemeal rolls - 40 pieces
- Butter - 4 packs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Cucumber - 10 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Herb butter - 6 tubs
- Mini croissants - 100 pieces
- Mini muffins - 100 pieces
- Apple pie - 6 pies
- Whipped cream - 6 cans
- Bananas - 5 kilograms
- Apples - 5 kilograms
- Grapes - 4 kilograms
- Mandarins - 4 kilogram
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 6 bags
- Raisins - 4 bags
- Muesli bars - 60 pieces
- Chocolate cookies - 8 packs
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 10 pieces
- Vegan sandwiches - 10 pieces
- Vegan cheese - 2 packages
- Vegan spreads - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 4 packs
- Paper cups - 150 pieces
- Paper plates - 150
- Stir sticks - 200 pieces
- Straws - 150 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 3 rolls
- Pedal bin bags - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Tissues - 10 packs
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Fabric tape - 4 rolls
- Cable ties - 2 bags
- Marker pens - 2 sets
- Ballpoint pens - 2 boxes
- Packing tape - 4 rolls
- Name stickers - 150 pieces
- Paper gift bags - 100 pieces

Tips

Count audience chairs by ticket capacity, then add a small reserve for accessibility changes or damaged seats. For two performances, check whether the hall already provides enough chairs for both setups.
Plan refreshments separately for each performance. As a starting point, allow 2–3 drinks per guest during the first hour and provide enough cups, glasses, napkins and cake plates for the full audience.
Test microphones, speakers, the mixer, laptop and playlist controller together at least 7 days before opening night. Keep audio cables, extension cords, power strips and gaffer tape in one clearly labelled box.
Check every costume and prop against the running order 10–14 days before the first show. Clothes racks, coat racks and decorative panels are easy to overlook because they are needed backstage rather than on the shopping list for the audience.
Reserve or source stage spotlights, light stands and stage blocks before rehearsals move into the hall. Test the lighting positions and power connections during the same session as the music and microphone cues.

Frequently asked questions

What do I need for a school musical?: You need supplies for four areas: stage and props, costumes and storage, audience seating, and sound and lighting. Allow at least 7 days to test microphones, speakers, lighting, music cues and power connections before the first performance.
How many chairs do I need for a school musical audience?: Prepare one chair per expected audience member, based on ticket sales or the hall’s approved capacity. Add a small reserve and keep space for accessible seating rather than filling every available gap.
How much food and drink should I buy for a school musical?: For the first hour, allow 2–3 drinks per guest, then adjust for the number of performances and expected interval sales. Match cups, glasses, mugs, napkins, cake plates and serving utensils to the total number of guests served.
When should I buy or borrow school musical equipment?: Confirm microphones, speakers, mixer, cables, spotlights, stands and stage blocks at least 2 weeks before the first show. Complete a full technical test 7 days beforehand so missing adapters or extension cords can still be replaced.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.