Talent show shopping list: what to buy and bring

Use this talent show shopping list alongside your event plan to prepare the room, stage, audience area, judging table, and backstage space. The quantities depend on your audience size, number of performers, and program length, but a few items are easy to underestimate. Plan drinks and cups by hour, bring backup cables and power supplies, and prepare certificates, name badges, and prizes before shopping day. The full plan also covers the equipment and decorations needed for performances, judging, changing, and wayfinding.

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What to bring

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

Furniture

Stage sectionsqty 8
Audience chairsqty 120
Foldable tablesqty 12
Judges' table
Changing room chairsqty 20
Clothes racksqty 3
Bollardsqty 12

Equipment

Sound system
Wireless microphonesqty 4
Microphone standsqty 3
Mixer
Speakersqty 2
Laptop
Spare laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 3

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
Flashlightsqty 4

Decorations

Backdrop
Balloonsqty 100
Buntingqty 8
Star decorationsqty 12
Red carpet
Wayfinding signsqty 8

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 6
Serving traysqty 6
Bottle openersqty 4
Ice packsqty 16

Catering

Cash register
Payment terminal
Menu boardsqty 4
Chalkboardsqty 3
Prizesqty 3
Certificatesqty 25
Jury formsqty 25
Name badgesqty 30
Ballot slipsqty 120
Pen setsqty 10
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Bitter lemon - 4 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Mini pretzels - 3 bags
- Mini cheese sticks - 4 packs
- Mini Quiches - 5 boxes
- Mini pizzas - 5 boxes
- Vegetarian wraps - 30 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Bell peppers - 10 pieces
- Grapes - 3 kilos
- Apples - 30 pieces
- Bananas - 20 pieces
- Cookies - 8 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Milk chocolate - 4 bars
- Dark chocolate - 4 bars
- Gluten-free crackers - 3 packs
- Gluten-free cookies - 3 packs
- Vegan wraps - 20 pieces
- Vegan hummus - 4 tubs
- Vegan cookies - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 1 bottle
- Ice cubes - 12 bags
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Stir sticks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Bandages - 2 boxes
- AA batteries - 16 pieces
- AAA batteries - 16 pieces
- Tape - 6 rolls
- Cable ties - 100 pieces

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Cleaning glovesqty 6

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Buy at least 10% extra cups and keep chilled drinks separate from the serving area.
Allow one audience chair per expected guest, plus 5% spare seating. Set aside a separate judges’ table with one chair per judge and enough space for jury forms and pens.
Bring at least two working microphones for a hosted show, plus one spare microphone if performances depend on live vocals. Test the mixer, speakers, laptop, HDMI cables, DI boxes, extension cords, and power strips before guests arrive.
Prepare one certificate and one name badge for every participant, with 10% extras for late changes or damaged prints. Keep certificates, jury forms, and prizes together at the judges’ table rather than packing them with decorations.
Pack stage spotlights, light stands, flashlights, and wayfinding signs before loading the backdrop, balloons, bunting, star decorations, and red carpet. Check that cables are long enough to reach safely without crossing entrances or walkways.

Frequently asked questions

How many drinks do I need for a talent show?: Plan two to three drinks per person for the first hour, then one drink per person for every additional hour. Add around 10% extra, especially if the show runs longer than two hours or includes performers waiting backstage.
What AV equipment is needed for a talent show?: You need a sound system with speakers, a mixer, microphones, microphone stands, and a laptop for music files. Bring a spare laptop, HDMI cables, DI boxes, extension cords, and power strips, and test everything at least 2 hours before doors open.
How many chairs and tables should I buy or bring?: Provide one audience chair per expected guest and keep 5% extra chairs available. Add a judges’ table, foldable tables for serving or registration, and chairs for the changing room based on the number of performers using it at the same time.
What should I prepare for the performers and judges?: Prepare one name badge and certificate per participant, plus 10% spare copies, and have the prizes ready before the event day. Send participant information at least 3 days beforehand and keep jury forms, pens, and the run sheet at the judges’ table.

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