What you need for a theater evening

A theater evening needs more than chairs and a stage. Your shopping list also has to cover the entrance desk, coat area, dressing rooms, audience signage, sound setup, and backstage details. Check equipment early, especially microphones, speakers, cables, and a mixer, because replacements are harder to arrange close to showtime. Buy or gather disposable supplies, décor, and catering items only after you have confirmed the audience numbers and dietary requirements.

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What to bring

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

Furniture

Stage sectionsqty 6
Audience chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 180
Entrance desk
Dressing room tablesqty 4
Mirrorsqty 4
Waste binsqty 8

Decorations

Backdrop
Black curtainsqty 4
Theater signqty 2
Decorative panelsqty 6
Artificial plantsqty 6
Table runnersqty 12
Balloonsqty 100
Balloon ribbonqty 2
Garlandqty 6
Flower arrangementsqty 4

Equipment

Mixer
Active speakersqty 2
Stage monitor
Wireless microphonesqty 4
Microphone standsqty 3
Laptop
DI box
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Spare batteriesqty 24

Lighting

Theatre spotlightsqty 6
LED light barsqty 4
Light standsqty 4
Light controller
Extension cordsqty 8

Tableware

Water glassesqty 200
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 200
Coffee spoonsqty 120
Serving utensilsqty 20
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Coolersqty 4
Storage binsqty 12
Serving spoonsqty 12
Drink dispensersqty 3
Corkscrewsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Glovesqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea selection - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free sparkling wine - 6 bottles
- Ice cubes - 10 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salty sticks - 4 bags
- Mini pretzels - 4 bags
- Cocktail nuts - 4 bags
- Popcorn - 6 bags
- Mini brownies - 120 pieces
- Mini muffins - 120 pieces
- Butter cookies - 6 packs
- Savory puff pastry snacks - 120 pieces
- Mini cheese rolls - 80 pieces
- Cucumber - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 4 trays
- Grapes - 6 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- White mini rolls - 100 pieces
- Whole Wheat Mini Rolls - 60 pieces
- Herb cream cheese - 8 tubs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 8 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Allergen-free crackers - 4 packs
- Gluten-free rolls - 20 pieces
- Vegan snacks - 40 pieces
- Lactose-free cookies - 4 packs
- Napkins - 600 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 3 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Paper hand towels - 6 packs
- Hand soap - 4 bottles
- Bandages - 2 boxes
- Pens - 20 pieces
- Name stickers - 200 pieces
- Card stock - 250 sheets
- Printer paper - 2 packs
- Wristbands - 200 pieces
- Cash float - 150 euro
- Receipt rolls - 4 rolls

Tips

Plan seating and tables from the confirmed guest list, then add a small buffer rather than guessing. Count one chair per registered guest and leave clear routes to the entrance, toilets, and exits.
Do not leave sound equipment until the final week. Test the mixer, active speakers, stage monitor, wireless microphones, laptop, DI box, extension cords, and power strips together at least 48 hours before the performance.
For the entrance and coat area, prepare the desk, name badges, coat racks, and one hanger per expected coat, plus roughly 10% extra. These are easy to overlook when the focus is on the stage.
Buy gaffer tape before setup day, not during it. Keep at least two rolls available for securing cables and marking positions without relying on ordinary tape that may damage the venue floor.
Confirm catering quantities after registrations close and share allergy information with the catering team at least 72 hours before the event. Set aside waste bins and clear serving space so tables do not block audience routes.

Frequently asked questions

What equipment do I need for a theater evening?: The core setup includes a mixer, active speakers, a stage monitor, wireless microphones, microphone stands, a laptop, a DI box, extension cords, power strips, and gaffer tape. Test every connection at least 48 hours before the show.
How many chairs do I need for a theater evening?: Provide one audience chair for every confirmed guest, then keep 5% extra if the venue has space. For 100 guests, that means 105 chairs, arranged with clear access routes and no blocked exits.
When should I order catering for a theater evening?: Confirm the guest count and dietary requirements before placing the final order, ideally 7 to 10 days ahead. Send the confirmed allergy information to the caterer at least 72 hours before the event.
What should I prepare for the entrance and coat check?: Set up an entrance desk, name badges, coat racks, and hangers before guests arrive. Allow one hanger per expected coat and about 10% extra, so 55 hangers for an expected 50 coats.

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