What you need for a theater evening

A theater evening needs more than costumes and props. You also need a clear way to seat the audience, serve drinks and cake, light the backstage area, and keep basic information available on arrival. Use this shopping list alongside your event plan to check what must be bought, borrowed, printed, or brought to the venue. Plan quantities from your confirmed audience size, then add a small margin for drinks, programs, and tableware.

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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
Foldable tablesqty 2

Tableware

Water glassesqty 100
Coffee cupsqty 80
Small platesqty 80
Cake platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Serving traysqty 6

Decorations

Tableclothsqty 8
Backdrop
Decorative clothsqty 4
Postersqty 6
Program leafletsqty 100
Name badgesqty 30

Equipment

LED work lightsqty 4
Extension cordsqty 4
Power stripsqty 4
Flashlightsqty 3
Microphone
Small sound system

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Bottle openersqty 3
Pliersqty 6
Measuring cupsqty 2

Cleaning

Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Hand brush and dustpanqty 2
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Sweetener - 1 box
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Apple juice - 4 packs
- Grape juice - 3 packs
- Lemons - 6 pieces
- Ice cubes - 5 kilos
- Stir sticks - 200 pieces
- Paper napkins - 300 pieces
- Coffee filters - 1 pack
- Butter - 500 grams
- Baguettes - 6 pieces
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Young cheese - 1,5 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Mixed nuts - 2 kilos
- Gluten-free crackers - 3 packs
- Vegan cookies - 4 packs
- Butter cookies - 6 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Cookie boxes - 4 pieces

Tips

Count one chair per registered guest, then add 5 to 10 spare chairs if the venue allows. Arrange a separate area for coats so the audience does not leave jackets on seats.
For a first-hour reception, allow two to three drinks per person; for a theater evening with an interval, plan roughly three to four drinks per person in total. Keep extra water available throughout the performance.
Prepare one printed program leaflet per attendee plus 10 extra copies. Print the registration list before leaving for the venue, rather than relying on a phone at the entrance.
Set aside enough tableware for the audience and performers: one glass per person, plus at least 10% extra, and matching cups, saucers, plates, and cutlery if you are serving coffee and cake.
Check lighting and power before the day itself. Bring LED work lights, extension cords, power strips, and at least two torches so setup and emergency access do not depend on the venue lights.

Frequently asked questions

How many chairs do I need for a theater evening?: Provide one chair for every confirmed guest, cast member who will sit in the audience, and helper. Add 5 to 10 spare chairs, or about 10% extra for larger audiences, to cover late registrations and replacements.
How much food and drink should I buy for a theater evening?: For drinks, allow two to three per person during the first hour and around three to four in total if there is an interval. For cake or similar refreshments, buy one portion per registered guest plus 10% extra.
How many programs should I print for a theater performance?: Print one program leaflet per expected attendee and 10 additional copies. Finish printing at least one day before the performance so the entrance team can sort them with the registration list.
What equipment should I bring for a small theater evening?: Pack the microphone, small sound system, LED work lights, extension cords, power strips, and at least two torches. Test the sound and power setup two to three hours before the audience arrives.

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