What to buy for a Shakespeare performance

A Shakespeare performance needs more than costumes and a script. Your shopping list also covers audience seating, refreshments, printed programs, stage dressing and the technical details that are easy to overlook. Plan quantities from your confirmed audience and cast numbers, then separate front-of-house supplies from backstage and stage equipment. Buy or reserve items with lead times first, especially lighting, sound equipment, stage sections and printed program booklets.

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What to bring

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

Furniture

Stackable chairsqty 110
Tablesqty 12
Reception desk
Coat racksqty 3
Changing room chairsqty 20

Equipment

Stage sectionsqty 12
Sound system
Wireless microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Lighting set
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Laptop

Decorations

Backdrop
Theater curtainsqty 2
Prop cratesqty 4
Decorative candlesticksqty 6
Entrance signqty 2
Program boardsqty 4

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Pitcherqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 4
Drink dispensersqty 2
Bottle openersqty 3
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice packsqty 20

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Program bookletsqty 120
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 8 bottles
- Still water - 10 bottles
- Apple juice - 4 packs
- Grape juice - 3 packs
- White wine - 8 bottles
- Red wine - 5 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Lemons - 12 pieces
- Apples - 50 pieces
- Grapes - 4 kilograms
- Mandarins - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Mixed nuts - 3 kilogram
- Olives - 4 jars
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilograms
- Baguettes - 12 pieces
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Herb butter - 1 kilogram
- Vegetarian wraps - 40 pieces
- Tomato tapenade - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Brownies - 120 pieces
- Cookies - 8 packs
- Mini pastries - 120 pieces
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Stir sticks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces

Tips

Plan two to three drinks per audience member for the first hour, then add one drink per person for each additional hour. Include water as well as other refreshments and keep drinks chilled before the doors open.
Count tableware against your maximum guest number, not your average attendance. Have one drinking glass, plate and cutlery set per guest, plus 10% spare for breakages, late arrivals and second servings.
Order program booklets at least 7 days before the performance if they are professionally printed. Print a small extra batch—around 10% above confirmed registrations—so the reception desk does not run out.
Reserve lighting, sound equipment, wireless microphones and a mixer at least 2 weeks ahead when hiring is involved. Buy or check extension cords, power strips and cable mats at the same time; missing cable protection can delay the room setup.
Pack props in labelled crates by scene and check the backdrop, theater curtains and decorative candlesticks against the run sheet 1–2 days before the show. Keep entrance signs and program boards with front-of-house supplies so they are not left backstage.

Frequently asked questions

How many drinks do I need for a Shakespeare performance?: Plan two to three drinks per person for the first hour, including water. For every additional hour, allow one more drink per person, then add about 10% for unexpected guests and spills.
How much tableware should I buy for the audience?: Prepare one glass, plate and cutlery set per registered audience member, with 10% extra. For 80 guests, that means 88 of each item where practical, plus enough coffee cups for the number of people you expect to serve coffee.
When should I order printed Shakespeare performance programs?: Place the print order at least 7 days before the performance, or earlier if the booklet has several pages or needs design approval. Order about 10% more copies than your final registration count.
When should I reserve sound and lighting equipment?: Reserve the sound system, microphones, mixer, speakers and lighting set at least 2 weeks before the performance if they come from a supplier. Check extension cords, power strips and cable mats during the same reservation so the technical setup is complete.

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