What you need for a taptoe

A taptoe needs more than a stage and a marching route. You will need practical supplies for performers, audience areas, catering, power, lighting and communication between stewards. This shopping list covers the items that are often forgotten until setup day, such as cable ties, extension cords, rechargeable radios and changing-room equipment. Use your confirmed attendance and route length to adjust quantities, but order rented furniture and technical equipment several weeks ahead.

Organize this event for free with Lizzt

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 180
High tablesqty 8
Buffet tablesqty 4
Dressing room racksqty 6
Clothes hangersqty 80

Equipment

Microphonesqty 3
Mixer
Speakersqty 4
Speaker standsqty 4
Music player
Extension cordsqty 10
Power stripsqty 8
Rechargeable walkie-talkiesqty 8
Power banksqty 4

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lampsqty 12

Decorations

Buntingqty 10
Dutch flagsqty 6
Stage drapesqty 4
Balloonsqty 100
Balloon pumpqty 2
Cable tiesqty 200
Cable tiesqty 100

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 8

Safety

Crowd barriersqty 30
Conesqty 40
Barrier tapeqty 6
Flashlightsqty 8
First aid kitsqty 2
Flashlight batteriesqty 24

Communication

Program boardsqty 8
Route signsqty 12
Information boardsqty 6
Permanent markersqty 12
Wristbandsqty 400
Program bookletsqty 350

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Microfiber clothsqty 20
Mopsqty 4

Catering

Groceries
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Iced tea - 12 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 10 liter
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemon slices - 2 tubs
- Coffee biscuits - 8 packs
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Nut mix - 4 bags
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Hummus - 8 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Mini wraps - 100 pieces
- Herb cream cheese - 12 tubs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Vegetarian spreads - 12 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Satay sauce - 3 jars
- Hamburger buns - 120 pieces
- Vegetarian burgers - 30 pieces
- Hamburgers - 100 pieces
- Lettuce - 12 heads
- Onions - 4 kilos
- Pickles - 4 jars
- Fry sauce - 3 bottles
- Fries - 25 kilos
- Sunflower oil - 10 liters
- Paper napkins - 600 pieces
- Coffee filters - 3 packs
- Ice cubes - 20 kilo
- Disposable wrap - 2 rolls
- Aluminum foil - 2 rolls
- Food storage containers - 20 pieces
- Trash bags - 60 pieces
- Organic waste bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Cleaning spray - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Tips

Allow at least one chair per seated visitor, plus 5–10% extra for late changes. Provide separate tables for catering, registration materials and performer refreshments so one crowded table does not have to do every job.
Plan two to three reusable drinking glasses per person for the first hour, then add more if the programme runs longer. Bring enough coffee cups, plates and cutlery for the full catering period, including performers and volunteers.
Count extension cords, power strips and cable ties before delivery. A practical starting point is one power strip per technical work area and several spare cable ties at every stage, tent and route-marking point.
Provide one rechargeable walkie-talkie for each key post, such as the stage, route marshal, entrance and first-aid contact, with at least two spare units. Charge the radios and power banks the day before and keep chargers together.
Prepare lighting for both the audience and the crew: use LED work lights for setup, string lights or flags for visible areas, and battery lamps where cables cannot safely cross a route. Test every light after dark before visitors arrive.

Frequently asked questions

How many chairs and tables do I need for a taptoe?: Start with one chair per expected seated visitor and add 5–10% spare seating. Plan separate foldable or buffet tables for registration, catering and equipment instead of relying on one shared table.
How much tableware is needed for a taptoe?: For a one-hour catering period, allow two to three reusable drinking glasses per person, plus one coffee cup, plate and cutlery set per person. Add 10% extra for performers, volunteers and replacements.
How many walkie-talkies are needed for a taptoe?: Provide one rechargeable walkie-talkie for each operational post and keep at least two spare units. Charge all radios and power banks the day before, then test the full route before opening.
When should I arrange taptoe equipment and tents?: Reserve tents, tables, chairs and technical equipment several weeks before the event, especially when several performing groups are involved. Check delivered equipment one day before setup and keep extension cords, power strips and cable ties ready on site.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.