What you need for a talent night

A talent night needs more than microphones and a stage. You also need supplies for performers, judges, guests, catering, signage and the technical setup. Plan drinks and food from the registration list, including dietary requirements, then separate chilled items from shelf-stable stock. Check cables, power and lighting before the day, because replacing a missing XLR cable or power strip at the last minute is difficult.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 120
Foldable tablesqty 12
Jury tablesqty 2
Bar stoolsqty 4
Clothes racksqty 2
Changing room screensqty 4
Waste binsqty 6

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Laptop
Laptop stand
AUX cablesqty 3
XLR cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 4
LED lightsqty 8

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Backdrop clothqty 2
Tableclothsqty 12
Table signsqty 12
Directional signsqty 10
Tapeqty 6
Double-sided tapeqty 4

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4
Bottle openersqty 3
Measuring cupsqty 2
Food containersqty 10
Labelsqty 100
Pensqty 20
Jury formsqty 30
Program bookletsqty 130
Name badgesqty 40
Ballot slipsqty 130
Prizesqty 6
Cash register
Cash float tray
Clothes hangersqty 120

Cleaning

Broomsqty 3
Floor squeegeesqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Trash bag holdersqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 4 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Sparkling water - 8 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snacks - 4 bags
- Popcorn - 4 bags
- Mini pretzels - 4 bags
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Mini wraps - 120 pieces
- White baguettes - 8 pieces
- Wholegrain baguettes - 6 pieces
- Mini sandwiches - 100 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb cheese - 1 kilo
- Young cheese - 2 kilos
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Peanut butter - 1 jar
- Jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 2 jars
- Wraps with cheese - 40 pieces
- Wraps with hummus - 40 pieces
- Chicken wraps - 40 pieces
- Mini quiches - 80 pieces
- Vegetarian puff pastry snacks - 80 pieces
- Mini meatballs - 80 pieces
- Falafel balls - 80 pieces
- Herbs - 1 set
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Cookies - 8 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Chocolate bars - 40 pieces
- Napkins - 300 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Catering trays - 150 pieces
- Coffee filters - 2 boxes
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Toilet freshener - 4 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for performers, hosts and judges.
Buy name-tag materials for every performer and print the programme booklets and signs at least one day before the event. Keep spare blank labels for late registrations.
Match the audio supplies to the performances: allow one microphone per active speaker, plus at least two spare microphone stands and the required XLR, AUX and DI connections.
Count chairs and tables by function rather than by guest total. Reserve separate seating for the jury, a changing area with screens, and tables for catering and registration.
Test every speaker, wireless microphone, mixer, laptop, spotlight and cable before opening the venue. Bring extension cords, power strips and cable trays so walkways stay clear.

Frequently asked questions

How much food and drink do I need for a talent night?: Base catering on the confirmed guest and performer count, then add 10% for late arrivals and unexpected portions. For drinks, plan two to three per person during the first hour and one per person for every hour after that.
How many microphones are needed for a talent night?: Plan one microphone for each performer who needs a live vocal or spoken part, plus at least one spare. Check the performance list before buying or borrowing equipment, especially when several acts use different connections.
When should I buy supplies for a talent night?: Buy non-perishable catering supplies, decorations, labels and printing materials at least 3 to 5 days beforehand. Purchase chilled food and drinks as late as practical, usually on the day before or the morning of the event.
What cables and power supplies do I need for a talent night?: Prepare XLR cables, AUX cables, DI boxes, extension cords and power strips for every audio and lighting position, with at least two spare cables and one spare power strip. Test the complete setup before the venue opens.

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