What to buy and bring for a theater evening

A theater evening needs more than costumes and props. You also need practical supplies for the audience, reception, catering, stage setup and technical checks. This shopping list covers items such as tableware, tablecloths, cable ramps, LED candles, garment covers and presentation equipment. Check quantities against your confirmed registrations, then shop early enough to handle dietary requirements, missing cables or costume protection before show day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 110
Foldable tablesqty 8
Reception deskqty 2
Bar stoolsqty 4
Clothes racksqty 3

Equipment

Active speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Presentation remote
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Cable rampsqty 6

Lighting

LED spotlightsqty 6
Light standsqty 2
Work lightsqty 4

Decorations

Backdropsqty 3
Stage curtainsqty 2
Buntingqty 8
Tableclothsqty 8
Flower arrangementsqty 6
Vasesqty 6
LED candlesqty 12

Props

Prop cratesqty 4
Hand propsqty 20
Decorative furnitureqty 6

Costumes

Costume racksqty 3
Garment coversqty 20
Clothes hangersqty 30

Tableware

Water glassesqty 120
Wine glassesqty 80
Coffee cupsqty 80
Cake platesqty 100
Coffee spoonsqty 80
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 4
Bottle openersqty 4

Paper goods

Program bookletsqty 120
Name badgesqty 30
Pensqty 12
Tapeqty 6
Duct tapeqty 4
A4 printing paperqty 2

Cleaning

Waste binsqty 8
Bucketsqty 3
Mugsqty 3
Broom and dustpanqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 10 kilos
- Mini water bottles - 120 pieces
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Smoked chicken - 1 kilo
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 12
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mini pretzels - 6 bags
- Nut mix - 3 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Lemons - 12 pieces
- Whipped cream - 12 cans
- Apple pies - 6 pieces
- Chocolate cake - 4 pieces
- Vegan pastries - 3 pieces
- Gluten-free pastries - 2 pieces
- Cookies - 8 packs
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Disinfectant spray - 2 bottles

Tips

Plan catering from the confirmed audience list, not from the number of invitations. Add a small buffer for late confirmations, and keep dietary requirements separate so the right meals are easy to identify.
Count every technical connection before shopping or collecting equipment. Include HDMI cables, extension cords, power strips and cable ramps; one missing cable can delay a complete sound or presentation setup.
Protect costumes during transport and storage with costume racks and garment covers. Gather these at least one day before the performance so costumes are not left folded or exposed to dust.
Prepare reception supplies around the registration process. Keep the reception desk, name badges, printed audience list and program booklets together instead of distributing them across different rooms.
Check props and decorative pieces against the production setup before leaving for the venue. Prop crates, hand props, backdrops, stage curtains and LED candles are easy to overlook when they are stored separately.

Frequently asked questions

What should I buy for a theater evening?: Plan supplies for four areas: audience and reception, catering, costumes and props, and technical production. Typical items include tableware, tablecloths, name badges, program booklets, garment covers, cables, lighting accessories and stage decorations.
How much food and drink do I need for a theater evening?: Base quantities on the confirmed registrations and dietary requirements. For drinks, allow about 2 to 3 servings per person for the first hour, then adjust for the total program length and whether a bar or interval service is planned.
When should I do the shopping for a theater performance?: Buy non-perishable supplies and decorations at least 3 to 5 days beforehand. Collect fresh catering items closer to the event, and finish the complete shopping-list check no later than the day before the performance.
What technical equipment is easy to forget for a theater evening?: Cables and power accessories are often missed: HDMI cables, extension cords, power strips and cable ramps. Check them against the laptop, mixing console, speakers, microphones and lighting setup at least 24 hours before the audience arrives.

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.