What you need for a theater evening

A theater evening needs more than a stage and seats. You will need serving ware for the interval, reliable sound and lighting, places for coats, and enough tables for drinks and snacks. Use the guest count to scale chairs, cups, glasses, plates, and refreshments. Arrange technical equipment and power supplies early, because missing cables, microphone stands, or a second coffee machine are difficult to replace on the day.

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What to bring

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

Furniture

Stage sectionsqty 12
Chairsqty 110
High tablesqty 8
Clothes racksqty 3
Foldable tablesqty 6
Bar stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Water jugsqty 8
Thermos bottlesqty 4

Equipment

Mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Laptop
DI box
Cash box
Payment terminal
Entrance sign
Toolbox
Cordless drill driversqty 2
Hammersqty 2
Measuring tapesqty 2
Step laddersqty 2
Gaffer tapeqty 6
Cable tiesqty 2

Lighting

Theatre spotlightsqty 8
Light standsqty 4
Extension cordsqty 8
Power stripsqty 8

Decorations

Backdrop
Curtainsqty 2
Table runnersqty 8
Flower arrangementsqty 6
Program standsqty 4
Chalkboardsqty 3
Directional signsqty 8
Coat hangersqty 120
Name badgesqty 20
Wristbandsqty 120

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 packs
- Bitter lemon - 4 bottles
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Red wine - 8 bottles
- White wine - 6 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Party nuts - 3 kilo
- Salted popcorn - 3 kilo
- Mini pretzels - 2 kilos
- Butter cookies - 5 packs
- Chocolate chip cookies - 5 packs
- Mini muffins - 120 pieces
- Apples - 40 pieces
- Grapes - 4 kilos
- Mandarins - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 4 tubs
- Herb butter - 4 tubs
- Baguettes - 12 pieces
- Gluten-free crackers - 4 packs
- Vegan wraps - 4 packs
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Paper stirrers - 200 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 3 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Air freshener - 2 spray cans
- Bandages - 2 boxes
- Nitrile gloves - 2 boxes
- Cooling elements - 12 pieces
- Bottle openers - 4 pcs
- Coffee filters - 2 packs
- Tea filters - 1 box
- Ice cubes - 10 kilos

Tips

Plan one chair per registered guest, plus 5–10% extra if the venue allows it. Keep a clear aisle to the exits and leave space for stage sections, props, and performers.
For the interval, allow two drinks per guest for the first hour and add 10% extra cups or glasses. Put serving trays, small bowls, teaspoons, and pastry forks out before guests arrive.
Provide one coffee cup and teaspoon per coffee drinker, then add at least 10% spare tableware. If coffee is served to 50 people, prepare at least 55 cups and enough hot-water capacity for the same group.
Test every wireless microphone, speaker, DI box, laptop, spotlight, extension cord, and power strip during the technical rehearsal. Bring at least one spare extension cord and keep audio and lighting cables separated where possible.
Set up a coat area with one clothes rack for roughly 30–40 coats, depending on hanger spacing. Put the racks and any bar stools or high tables in place before doors open so the entrance does not become blocked.

Frequently asked questions

How many chairs do I need for a theater evening?: Plan one chair for every registered guest and add 5–10% spare capacity. For 80 guests, prepare 84–88 chairs if the venue has room for them.
How much tableware do I need for the theater interval?: Count one cup, glass, plate, and pastry fork per expected guest, then add at least 10% spare. For 60 guests, that means at least 66 of each item likely to be used by everyone.
How many drinks should I buy for a theater evening?: Allow two drinks per guest for the first hour, then one additional drink per guest for each following hour. Add 10% extra and include non-alcoholic options for the full audience.
When should I test the theater equipment?: Complete a full sound, lighting, microphone, laptop, and power test during the technical rehearsal, not just before doors open. Keep a final check on the event day at least 2 hours before the audience arrives.

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