What you need for a theater evening

A theater evening needs more than chairs and a stage. Your shopping list should cover audience seating, registration, the cloakroom, refreshments, printed programs, lighting and sound. Plan tableware and serving equipment alongside the catering order, and check backstage needs before the venue opens. The items below give you a practical starting point for organizing the room, welcoming guests and running the performance without last-minute shopping trips.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Coat racksqty 2
Bar stoolsqty 4
Stage sectionsqty 6
Dressing room tablesqty 2

Tableware

Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 80
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Sound system
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Laptop

Lighting

Stage spotlightsqty 4
String lightsqty 6
Extension cordsqty 8
Power stripsqty 6

Decorations

Theater curtainsqty 2
Tableclothsqty 8
Program boardsqty 3
Name badgesqty 100
Badge holdersqty 100
Program flyersqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Snack plattersqty 12
Serving spoonsqty 12
Bottle openersqty 4
Corkscrewsqty 2

Cleaning

Cleaning bucketqty 2
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Glovesqty 6
Waste binsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 100 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Prosecco - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 8 pieces
- Toast - 12 packs
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Brie - 2 kilos
- Young cheese - 2 kilos
- Dry-cured ham - 1 kilo
- Olives - 2 kilos
- Grapes - 4 kilos
- Cherry tomatoes - 3 kilos
- Cucumbers - 6 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 3 kilos
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan bites - 60 pieces
- Gluten-free crackers - 4 packs
- Gluten-free snacks - 30 pieces
- Chocolate brownies - 100 pieces
- Apple pie - 6 pieces
- Whipped cream - 6 cans
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle

Tips

Plan one chair per registered guest, plus a small reserve if the room allows it. Set out tables for registration, coffee service and catering before guests arrive.
For a coffee point, provide coffee cups, teaspoons, water glasses, coffee machines and kettles. Arrange these at least 30 minutes before the first arrival so the service can be tested.
Keep wireless microphones, microphone stands, the sound system, music player and laptop together at the technical desk. Test every connection before doors open, not during the audience seating period.
Prepare one name badge and badge holder for each registered guest, with a few blank spares. Put the registration list, badges and program flyers at the entrance rather than backstage.
Do not leave lighting and power supplies until setup time. Count the stage sections, theater curtains, podium spots, extension cords and power strips before the venue opens, then test the full setup in the actual room.

Frequently asked questions

What do I need for a theater evening?: You need seating, tables, registration materials, refreshments and tableware, plus stage, sound and lighting equipment. Include chairs, name badges, program flyers, water glasses, coffee supplies, microphones, podium spots and power cables on the checklist.
How many chairs do I need for a theater evening?: Start with one chair per registered guest and add a small reserve where space permits. Confirm the final registration count before setup, then arrange the chairs so aisles and the entrance remain clear.
How early should I set up the theater sound system?: Allow at least 60 minutes before the audience arrives for sound setup and testing. Check the sound system, wireless microphones, microphone stands, music player and laptop in the room where they will be used.
When should I prepare coffee and refreshments?: Set up the coffee point about 30 minutes before guests arrive, and chill or place drinks at the same time. Confirm dietary requirements and the catering order no later than the day before the event.

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