What to buy for a theater evening

A theater evening needs more than costumes and a script. You will need practical supplies for the entrance, audience seating, refreshments, backstage work, lighting, sound, and clear wayfinding. Plan quantities around your audience size: allow one program per attendee, one drinking glass per guest, and extra tableware for spills or late arrivals. Buy consumables and small fixing materials early; replacing gaffer tape, sticky tack, or serving items on performance day is difficult.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Folding table for the entrance
Coat rackqty 2
Clothes hangersqty 100

Equipment

Wireless microphonesqty 2
Speakersqty 2
Mixer
Laptop for music
Extension cordsqty 6
Power stripsqty 4

Lighting

Theatre spotlightsqty 4
LED work lightsqty 2
Gaffer tapeqty 4

Decorations

Backdrop cloth
Decorative plantsqty 4
Tableclothsqty 8
Program boardsqty 3
Directional signsqty 6
Sticky tackqty 2

Tableware

Drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Scissorsqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving tongsqty 4

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Bucketsqty 2
Cleaning glovesqty 4
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Party nuts - 3 bags
- Salted popcorn - 3 bags
- Mini pretzels - 2 bags
- Cookies - 6 packs
- Mini muffins - 80 pieces
- Apples - 30 pieces
- Grapes - 3 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Baguettes - 8 pieces
- Whole grain crackers - 6 packs
- Rice cakes - 4 packs
- Herb butter - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olives - 3 jars
- Mixed Salad - 4 bags
- Lemons - 6 pieces
- Ice cubes - 8 bags
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Wooden stirrers - 200 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Hand soap - 3 bottles

Tips

Print one program for every registered guest, plus 5–10% extra for late additions, damaged copies, or people who take one home.
For a one-hour interval or reception, allow about two drinking glasses per person if you are serving both water and another drink. Add coffee cups, teaspoons, plates, and pastry forks according to the catering menu.
Bring at least two extension cords and two power strips, then test them with the mixer, speakers, laptop, and lighting before doors open. Keep cables secured with gaffer tape rather than leaving them across walkways.
Prepare one directional sign for each decision point from the entrance to the seating area, toilets, refreshments, and stage. Put up the program boards before guests arrive so front-of-house volunteers do not have to explain the same information repeatedly.
Pack sticky tack, spare labels, clothes hangers, and a few rolls of gaffer tape with the props and costumes. These small items are often needed during the final setup, when shops may already be closed.

Frequently asked questions

What should I buy for a theater evening?: Buy or bring supplies for five areas: audience reception, refreshments, stage and props, costumes, and technical equipment. A basic setup includes programs, directional signs, glasses, coffee cups, plates, serving trays, extension cords, power strips, gaffer tape, and the required lighting and sound equipment.
How many programs do I need for a theater performance?: Plan one printed program per registered attendee, then add 5–10% extra. For 100 guests, prepare 105–110 programs so you can cover last-minute registrations and damaged copies.
How much tableware is needed for theater refreshments?: For a simple interval service, allow one drinking glass per person, plus roughly 10% spare. If you serve coffee and pastries, provide one coffee cup, teaspoon, plate, and pastry fork per guest, with extra pieces for breakage and seconds.
When should I buy supplies for a theater evening?: Buy consumables, printed programs, labels, signs, and fixing materials at least 3–5 days before the performance. Test microphones, speakers, the mixer, laptop, extension cords, and lighting no later than the day before, then check them again during setup.

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.