What you need for a site-specific theatre performance

A site-specific evening performance needs more than props and costumes. You also need practical equipment for an audience moving through a venue, from route signs and work lights to chairs, coat racks and cable protection. Plan what must be bought, hired or brought in early, especially technical equipment and weather protection. This shopping list helps you prepare the performance space, audience area, backstage setup and catering without leaving essentials until the final rehearsal.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Dressing room racksqty 4
Folding benchesqty 4
Coat racksqty 4

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Laptop for playback

Lighting

LED theater spotlightsqty 8
Light standsqty 4
Work lightsqty 4
Flashlightsqty 6
Batteriesqty 24

Decorations

Black fabricqty 6
Decorative panelsqty 8
Prop cratesqty 4
Decorative plantsqty 6
Route signsqty 12
Directional signsqty 20
Program boardsqty 4
Dressing room mirrorsqty 4
Clothes hangersqty 40
Clothing coversqty 20

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Food containersqty 12
Corkscrewqty 2

Cleaning

Bucketsqty 4
Spongesqty 8
Floor squeegeesqty 2
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Reflective vestsqty 8
Barrier tapeqty 4
Non-slip matsqty 8

Office

Program bookletsqty 130
Ticket scannersqty 2
Clipboardsqty 4
Pen setsqty 4
Name stickersqty 40
Gaffer tapeqty 8
Cable tiesqty 200

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 150 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger beer - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini bake-at-home rolls - 120 pieces
- Butter - 1 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Vegetarian tapenade - 1 kilogram
- Turkey breast - 1 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Arugula - 1 kilogram
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted popcorn - 6 bags
- Unsalted nuts - 2 kilogram
- Olives - 2 kilograms
- Pickles - 2 jars
- Sun-dried tomatoes - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Chili flakes - 1 jar
- Cane sugar - 1 pack
- Lemon juice - 2 bottles
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan spread - 4 tubs
- Vegan cookies - 4 packs
- Allergen stickers - 2 sheets
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 4 rolls
- Compostable snack trays - 150 pieces
- Wooden cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Rubber gloves - 6 pairs

Tips

Plan seating and audience capacity together. Count chairs and folding benches for the maximum audience, then add at least 5% spare seating if the venue allows it.
Protect every cable crossing a public route with cable mats, and bring extension cords and power strips in several lengths. Test the complete sound and lighting setup during the technical rehearsal, not on the doors-open evening.
Prepare a clear arrival route with route signs, directional signs and program boards. Print the schedule and route before the event and keep spare copies at the entrance and with audience hosts.
For an evening performance, provide work lights and flashlights for setup, backstage changes and audience movement. Check batteries at least one day before the performance and keep replacements with the technical kit.
Do not leave catering, dietary requirements and coat storage until the last day. Confirm quantities after registrations close, set up coat racks and hangers before doors open, and keep clothing covers ready for backstage garments.

Frequently asked questions

What equipment do I need for a site-specific theatre performance?: Plan sound equipment such as active speakers, a mixer, wireless microphones, microphone stands, DI boxes and audio cables. For an evening performance, also allow for LED theatre spotlights, light stands, work lights, flashlights, batteries and cable mats. Test everything during the technical rehearsal, ideally 24 hours before the audience arrives.
How many chairs do I need for a site-specific theatre event?: Provide one chair or bench place for each confirmed audience member, based on your capacity limit. Add around 5% spare places where space permits; for 60 guests, that means 63 seats. Keep the final layout aligned with the planned route and crowd flow.
What signage is needed for site-specific theatre?: Use route signs and directional signs at every decision point, plus program boards near the audience arrival area. Prepare and print the schedule and route at least one day before the performance, with a few spare copies for misplaced or weather-damaged signs.
What should I prepare for an evening performance outdoors?: Bring weather protection, work lights, flashlights and spare batteries, and check the forecast 24 hours before the event. Protect cables with cable mats and keep black fabric, clothing covers and other materials dry until setup. Reconfirm the weather plan with the venue and audience hosts before doors open.

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