What do you need for a stage performance?

Use this shopping list to prepare a stage performance from rehearsal through the final audience departure. It covers the items that are easy to overlook: enough seating, clearly marked costume and cloakroom areas, printed programs, serving ware and tested sound equipment. Plan quantities from your confirmed cast and audience numbers, then check what the venue already provides before buying or hiring anything. Keep a small reserve of consumables and labels so last-minute changes do not disrupt the performance.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Bar stoolsqty 4
Clothes racksqty 3
Coat racksqty 2
Stage sectionsqty 6
Stoolsqty 6
Side tablesqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Pastry platesqty 120
Teaspoonsqty 120
Cake forksqty 120
Serving traysqty 8
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 8

Decorations

Theater curtainsqty 2
Backdrop
Decorative panelsqty 6
Decorative plantsqty 6
Tableclothsqty 8
Directional signsqty 6
Cloakroom numbersqty 150
Photo framesqty 6
Artificial flowersqty 8

Equipment

Speakersqty 2
Microphonesqty 4
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Flashlightsqty 4
Headsetsqty 4

Lighting

LED spotlightsqty 6
Light standsqty 4
Atmosphere lightsqty 8

Kitchen

Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Serving tongsqty 6
Cake serversqty 3
Cutting boardsqty 3
Bread knivesqty 3
Waste binsqty 6
Serving traysqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 120 pieces
- Herbal tea - 40 bags
- Sugar sticks - 150 pieces
- Sweeteners - 100 pieces
- Milk - 8 liters
- Oat milk - 2 liter
- Whipped cream - 6 cans
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 2 bottles
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Stirrers - 150 pieces
- Paper napkins - 300 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilogram
- Aged cheese - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- White bread rolls - 150 pieces
- Brown rolls - 100 pieces
- Gluten-free sandwiches - 12 pieces
- Currant buns - 50 pieces
- Butter cookies - 6 packs
- Mini apple turnovers - 100 pieces
- Mini eclairs - 80 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salty sticks - 4 bags
- Peanuts - 3 bags
- Raisins - 2 bags
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Mandarins - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Pickles - 3 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper cups - 150 pieces
- Paper plates - 150
- Wooden forks - 150 pieces
- Wooden spoons - 150 pieces
- Coffee filters - 200 pieces
- Ice cubes - 10 kilograms
- Trash bags - 50 pieces
- Large trash bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 8 packs
- Bandages - 2 boxes
- Safety pins - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Adhesive hooks - 30 pieces
- Rope - 2 rolls
- Highlighters - 2 sets
- Ballpoint pens - 20 pieces
- Paper wristbands - 150 pieces
- Name stickers - 150 pieces

Tips

Plan one chair per expected audience member, then add 5–10% spare seating if the room allows. Count separate seats for performers, volunteers and any front-of-house staff rather than using the audience total alone.
Prepare at least one labelled clothes rack or costume area for each major costume change, and bring cloakroom numbers in a sequence that matches your registration or ticket process. This prevents coats and costumes being mixed together during a busy arrival.
For refreshments, count one coffee cup, water glass, pastry plate, teaspoon and cake fork per planned serving at a time, plus roughly 10% extra. Check the number of coffee pots, teapots, serving trays and water jugs against the planned service points, not just the total guest count.
Treat the technical kit as one working system: speakers, microphones, microphone stands and the mixer must be tested together before the general rehearsal. Bring spare batteries, cables and adapters where applicable, because a microphone that works alone may still fail once connected to the mixer.
Print programs and directional signs before the final rehearsal, not on performance day. Put signs at the entrance, seating area, cloakroom and refreshments point, and keep a small reserve of programs for late arrivals and damaged copies.

Frequently asked questions

What should I buy for a stage performance?: Start with seating and stage sections, then cover costumes, props, backdrop or curtains, signage, programs and sound equipment. For refreshments, plan tableware for the number of guests served at one time and add about 10% spare pieces.
How many chairs do I need for a theatre performance?: Use one chair for every expected audience member and add 5–10% spare chairs when space permits. Count performer, volunteer and front-of-house seating separately so those places do not reduce the audience capacity.
How early should I buy props and costumes for a performance?: Secure specialist props and costume pieces at least 2–4 weeks before the performance, then check them during rehearsal. Finish collecting and labelling the full set before the general rehearsal so missing items can still be replaced.
How much sound equipment is needed for a stage performance?: The basic setup includes speakers, microphones, microphone stands and a mixer, sized for the room and number of speakers. Test the complete setup at least 1–2 weeks before the performance and again during the general rehearsal.

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