What to buy for a theater concert

A theater concert needs more than chairs and microphones. You need a clear setup for the audience, reliable stage and sound equipment, and enough tableware for drinks, coffee, and snacks. Use your expected audience size to calculate quantities, then check what the venue already provides before buying or hiring anything. Arrange technical equipment early, because missing cables, stands, or power supplies are easy to overlook and can delay the rehearsal.

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What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
High tablesqty 6
Coat racksqty 4
Clothes hangersqty 180
Bar stoolsqty 8

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 180
Pastry forksqty 180
Coffee spoonsqty 120
Serving traysqty 12

Equipment

Microphonesqty 6
Microphone standsqty 6
Speakersqty 4
Mixing console
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Music standsqty 12
Piano stool
Gaffer tapeqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Spare flashlightsqty 8

Decorations

Stage drapesqty 4
Plantsqty 8
Tableclothsqty 12
Menu Card Holdersqty 12
Poster tubesqty 4

Entrance

Ticket box
Wristbandsqty 180
Payment terminalqty 2
Cash box
Programsqty 180
Pensqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Small bowlsqty 24
Corkscrewsqty 3
Bottle openersqty 4

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 8

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Cheese cubes - 5 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Toast - 12 packs
- Baguettes - 12 pieces
- Gluten-free crackers - 4 packs
- Vegan crackers - 4 packs
- Butter - 500 grams
- Jam - 3 jars
- Honey - 2 jars
- Mini quiches - 180 pieces
- Vegetarian bites - 120 pieces
- Vegan bites - 60 pieces
- Gluten-free snacks - 40 pieces
- Dutch croquettes - 180 pieces
- Mustard - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Cocktail sauce - 2 bottles
- Herb butter - 2 kilo
- Napkins - 500 pieces
- Paper straws - 250 pieces
- Cocktail picks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 8 pairs
- Bandages - 2 boxes
- Tissues - 12 packs
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Plan at least one chair per audience member, plus a small reserve for late changes to the seating plan. Add coat racks and roughly one hanger per expected coat if the concert takes place during colder weather.
For a drinks reception, allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Count water glasses separately from wine glasses so guests and performers can stay hydrated.
Set aside one complete place setting per seated guest: plate, pastry fork, coffee cup, and coffee spoon. Add at least 10% extra tableware for breakage, late arrivals, and items that need washing.
Match microphones, microphone stands, speakers, monitors, the mixing console, DI boxes, and cables to the program before shopping. Allow one spare XLR cable and one spare extension cord for each main connection type.
Buy or hire gaffer tape, cable trays, power strips, and extension cords before the rehearsal, not on concert day. Keep stage spotlights, light stands, and mood lighting separate from the sound setup so the power plan is easier to check.

Frequently asked questions

How many chairs do I need for a theater concert?: Start with one chair for every registered audience member and add 5–10% spare capacity. For 80 guests, prepare 84 to 88 chairs, unless the approved floor plan requires a different arrangement.
How much drinks should I buy for a concert reception?: Budget two to three drinks per person for the first hour and one more per person for every additional hour. For 60 guests at a two-hour reception, that means about 180 to 240 drinks, including non-alcoholic options and water.
How much tableware is needed for a theater concert?: Prepare one plate, pastry fork, coffee cup, and coffee spoon per guest, plus 10% spare. For 50 guests, that is 55 of each item; count wine glasses and water glasses according to the drinks you will serve.
When should I arrange sound and lighting equipment?: Confirm the equipment list as soon as the program and technical requirements are known, ideally several weeks before the concert. Have all microphones, stands, cables, power supplies, monitors, and lighting available for the first rehearsal.

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