What you need for a stage performance

A stage performance needs more than costumes and a script. Plan for the audience, performers, front-of-house service and the technical setup, including sound, lighting and power. This shopping list covers practical items such as speakers, microphones, cables, spotlights, chairs, backdrops, props and refreshments. Check quantities against your venue capacity and cast size before buying or borrowing anything.

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What to bring

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

Furniture

Audience chairsqty 120
Tablesqty 8
Folding chairsqty 12
Clothes racksqty 3
Coat racksqty 4
Stoolsqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED theater spotlightsqty 6
Light standsqty 4
Light controller
Spare bulbsqty 8

Decorations

Backdropqty 2
Black drapesqty 6
Decorative panelsqty 6
Decorative plantsqty 8
Decorative paintingsqty 4
Adhesive hooksqty 20
Tableclothsqty 8
Program boardsqty 6
Directional signsqty 8
Name card holdersqty 20
Flower arrangementsqty 6
Kraft paperqty 2
Acrylic paintqty 12
Paintbrushesqty 12
Painter's tapeqty 6
Cable tiesqty 100
Ropeqty 2
Cable traysqty 12

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Scissorsqty 6
Packing tapeqty 6
Staplersqty 2
Spare batteriesqty 24

Tableware

Glassesqty 140
Coffee cupsqty 60
Coffee spoonsqty 60
Platesqty 120
Cutlery setsqty 120
Small bowlsqty 12
Serving bowlsqty 10

Cleaning

Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Toilet cleaning brushesqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Beer - 48 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cocktail nuts - 4 bags
- Cookies - 6 packs
- Mini butter cookies - 4 packs
- Brownies - 100 pieces
- Mini quiches - 100 pieces
- Mini wraps - 100 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Lemons - 12 pieces
- Hummus - 6 tubs
- Cream cheese - 3 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Vegetarian wraps - 120 pieces
- Baguettes - 12 pieces
- Toast rounds - 8 packs
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Honey - 1 jar
- Jam - 2 jars
- Diet-friendly cookies - 3 packs
- Gluten-free crackers - 3 packs
- Vegan spread - 4 tubs
- Lactose-free milk - 2 liters
- Ice cubes - 10 kilograms
- Napkins - 500 pieces
- Stir sticks - 200 pieces
- Coffee filters - 2 packs
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Storage containers - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Paper towels - 6 packs
- Hand soap - 4 bottles

Costumes

Basic costume clothingqty 20
Costume accessoriesqty 30
Clothing coversqty 20
Clothes steamersqty 2

Make-up

Theater makeup setsqty 6
Makeup spongesqty 24
Makeup brushesqty 12
Makeup removerqty 4
Hairsprayqty 4
Mirrorsqty 6

Props

Table lampsqty 3
Tableware for decorqty 12
Books for decorqty 15
Decorative vasesqty 4
Suitcasesqty 4
Handbagsqty 6
Flashlightsqty 4
Notebooksqty 10
Pensqty 20

Safety

Flashlightsqty 4
Non-slip matsqty 8
Cable matsqty 12
Fire blanket
High-visibility vestsqty 6

Office

A4 paperqty 2
Ballpoint pensqty 20
Markersqty 12
Clipboardsqty 6
Notepadsqty 10

Tips

Allow one audience chair per registered guest, plus 5–10% extra if the room allows it. Add separate stools or folding chairs for performers, crew and front-of-house staff.
For a small production, plan at least two active speakers, one mixer and one microphone per speaking performer who cannot be heard clearly without amplification. Keep spare audio cables on hand.
Bring enough extension cords, power strips and gaffer tape for every lighting and sound position. Test the full setup at least 24 hours before the performance rather than discovering a missing cable during the dress rehearsal.
Prepare one clothes rack and one coat rack for each backstage changing area, then label costume sections before the try-on. Keep repair supplies with the costumes so small fixes do not delay the show.
If you serve coffee or tea, allow one hot-drink serving per guest and prepare extra for the interval. Use thermos flasks and serving trays so refreshments can be set out before the audience arrives.

Frequently asked questions

What equipment do I need for a small stage performance?: Start with two active speakers, a mixer, microphones, microphone stands, a laptop, audio cables, extension cords and power strips. Add LED theater spotlights, light stands and a light controller if the venue does not provide lighting.
How many chairs should I prepare for a stage performance?: Prepare one audience chair per expected guest, plus 5–10% spare seating where possible. Count additional stools or folding chairs for performers, technicians and registration staff separately.
When should I test the sound and lighting equipment?: Complete a full technical test at least 24 hours before the performance, then run it again during the dress rehearsal. Test every microphone, speaker, spotlight, cable and power connection in its actual position.
How much time do costumes and props need before the show?: Finish the costume inventory and prop check at least 3–7 days before the performance. Schedule the full dress rehearsal no later than the day before, leaving time to repair costumes or replace missing props.

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