What you need for a theatre evening

A theatre evening needs more than chairs and a stage. You also need a clear plan for drinks, snacks, serving equipment, technical supplies and backstage comfort. Use the guest count and venue capacity to set quantities, then check what the venue already provides before shopping. Items such as extension cords, cable ties, staff badges and printed programmes are easy to overlook and often needed at the last minute.

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What to bring

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

Furniture

Stage platform
Audience chairsqty 120
Foldable tablesqty 8
Coat racksqty 2
Changing room chairsqty 12
Waste binsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 6
Coffee potsqty 4
Thermos flasksqty 4

Equipment

Speakersqty 2
Microphonesqty 3
Mixer
Music player
Extension cordsqty 8
Power stripsqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 4
LED lightsqty 8

Decorations

Backdropsqty 3
Curtainsqty 4
Decorative panelsqty 6
Tapeqty 6
Cable tiesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 4
Tea towelsqty 12
Ice packsqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Snack mix - 4 bags
- Mini cheese sticks - 5 packs
- Mini spring rolls - 5 packs
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 12 pieces
- Crackers - 8 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Ice cubes - 10 bags
- Trash bags - 3 rolls
- Glass waste bags - 1 roll
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Plan 2–3 drinks per guest for the first hour, then add 1–2 drinks per person for each additional hour. Include both chilled drinks and hot drinks if coffee or tea will be served.
Provide one audience chair per ticket sold, plus 5–10% extra chairs for late changes, staff seating or damaged furniture. Count changing-room chairs separately so performers do not have to use audience seating.
For a drinks and snack service, allow one glass, plate and cutlery set per guest, then add at least 10% spare tableware. Serving spoons, coffee cups and thermos flasks are easy to miss when the main tableware is already packed.
Check every technical item at least 24 hours before the performance. Test speakers, microphones, the mixer, music player, spotlights, extension cords and power strips together in the venue, not only at home.
Buy and pack consumables 1–2 days before the event, while chilling drinks on the day. Keep tape, cable ties, spare batteries and printed run sheets in one labelled box so staff can find them during setup.

Frequently asked questions

What should I buy for a theatre evening?: Start with drinks, snacks, glasses, coffee cups, plates, cutlery and serving spoons. You may also need coffee, tea, water, ice, napkins and waste bags, plus technical supplies such as extension cords, power strips, tape and cable ties.
How many chairs do I need for a theatre performance?: Use one audience chair per ticketed guest and add 5–10% spare capacity. For 80 guests, that means 84–88 audience chairs, with separate chairs for the changing room and staff area.
How much food and drink do I need for a theatre evening?: Allow 2–3 drinks per person during the first hour and 1–2 more for every additional hour. For snacks, prepare at least 2–4 small portions per guest, increasing the amount when no meal is served.
When should I buy supplies for a theatre evening?: Buy non-perishable supplies 1–2 days before the performance and collect fresh snacks as late as practical. Chill drinks on the event day, and complete a final shopping-list check at least 24 hours before doors open.

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