What you need for a theater concert

A theater concert needs more than instruments and microphones. You also need practical supplies for the audience, performers, stage crew and reception area. This shopping list covers seating, tables, glasses, serving items, signage, stage dressing and core sound equipment. Check quantities against your expected audience size and the number of performers, then place catering and equipment orders early enough to allow for delivery, testing and last-minute replacements.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 4
Clothes hangersqty 180
Waste binsqty 10

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 120
Coffee spoonsqty 120
Pastry platesqty 180
Dessert forksqty 180
Serving spoonsqty 12
Serving traysqty 12

Decorations

Stage curtainsqty 2
Backdrop cloth
Tableclothsqty 12
Flower arrangementsqty 8
Menu standsqty 6
Program standsqty 4
Welcome sign
Red carpet

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Laptopsqty 2
USB sticksqty 3
Music standsqty 8
Instrument standsqty 8
Sound insulation panelsqty 8

Lighting

LED spotlightsqty 8
Theatre spotlightsqty 6
Light standqty 2
Light controller

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20

Safety

Fire extinguishersqty 3
Cable matsqty 12
Bollardsqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 cans
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 15 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 kilogram
- Olives - 3 kilograms
- Grapes - 5 kilograms
- Apples - 50 pieces
- Mini cucumbers - 4 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Brie - 2 kilograms
- Mild cheese - 3 kilograms
- Hard cheese - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Vegetarian spreads - 2 kilogram
- Baguettes - 18 pieces
- Whole grain bread - 8 loaves
- Crackers - 12 packs
- Toast - 12 packs
- Butter - 1 kilogram
- Jam - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 2 bottles
- Pasta - 8 kilograms
- Pesto sauce - 12 jars
- Tomato sauce - 12 jars
- Mixed salad - 8 kilograms
- Cucumbers - 20 pieces
- Bell peppers - 20 pieces
- Corn - 8 cans
- Feta cheese - 2 kilograms
- Vegetarian meatballs - 4 kilogram
- Chicken breast - 8 kilogram
- Rice - 6 kilogram
- Sandwiches - 180 pieces
- Cookies - 8 packs
- Mini pastries - 240 pieces
- Lemons - 30 pieces
- Fresh mint - 10 bunches
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 6 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Napkins - 600 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls

Tips

Count chairs, glasses and coffee cups against your confirmed guest list, then add a small buffer for breakage and unexpected visitors. Keep separate counts for audience seating, performers and staff.
Order or reserve the mixing console, speakers, subwoofers, wireless microphones, microphone stands and DI boxes before the technical plan is final. Confirm the required inputs and connections with the artists at least one week before the concert.
Plan drinks in two stages: have water available as soon as performers arrive, and chill bottled or served drinks several hours before doors open. Keep extra water glasses ready near the stage and catering area.
Do not leave stage dressing and printed signs until the day itself. Check the stage curtains, backdrop, welcome sign, program stands and red carpet at least one day ahead, because missing or damaged pieces are difficult to replace during setup.
For a reception or interval, count tableware by service rather than by guest: one wine glass, coffee cup, dessert plate and dessert fork per person per serving, plus serving trays and spoons for each food station.

Frequently asked questions

How many chairs do I need for a theater concert?: Start with one chair for every confirmed audience member, then add 5–10% if the room and layout allow it. Keep separate seating for performers and crew rather than taking those chairs from the audience count.
When should I reserve sound equipment for a theater concert?: Reserve the mixing console, speakers, subwoofers, microphones, stands and DI boxes at least 2–4 weeks before the concert. Confirm the final technical requirements and delivery time no later than 7 days before setup.
How many glasses and coffee cups do I need per guest?: For a single reception, plan one water glass and one wine glass per guest, plus 10% spare glassware. For coffee, allow one cup and spoon per serving and add 10–15% if there is an interval or repeat service.
How early should I buy drinks and catering supplies?: Place the catering order 7–14 days before the concert, once dietary requirements are collected. Buy or collect non-perishable supplies earlier, and chill drinks several hours before guests arrive.

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