What to buy for a theater evening

A theater evening needs more than chairs and a stage. This shopping list covers the practical items that are easy to overlook, from printed programs and name badges to extension cords, gaffer tape and backstage seating. Plan tableware and drinks around your guest count, then check technical equipment before deliveries arrive. Keep entrance signs, directional arrows and the guest list together so the front-of-house team can work without searching for supplies.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Coat racksqty 2
Dressing room tablesqty 2
Folding chairs backstageqty 6

Equipment

Speakersqty 2
Audio mixer
Wireless microphonesqty 2
Microphone standsqty 2
Playback laptop
Extension cordsqty 4
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED stage lightsqty 4
Work lightsqty 2
Cable dimmersqty 2

Decorations

Backdrop clothsqty 2
Decorative panelsqty 4
Decorative plantsqty 6
Tableclothsqty 8
Entrance sign
Direction arrowsqty 8
Name badgesqty 12

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Forksqty 80
Teaspoonsqty 80
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Measuring cupsqty 2
Storage binsqty 6
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Beer - 48 bottles
- Non-alcoholic beers - 12 bottles
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Snack mix - 3 bags
- Popcorn - 3 bags
- Salted peanuts - 2 bags
- Raisins - 2 bags
- Apples - 40 pieces
- Grapes - 3 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Garlic-free hummus - 2 tubs
- Baguettes - 10 pieces
- Toast rounds - 8 packs
- Butter - 2 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper napkins - 300 pieces
- Coffee filters - 2 packs
- Paper cups - 100 pieces
- Wooden stirrers - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Floor cleaner - 1 bottle
- Hand soap - 4 refills
- Disinfectant wipes - 2 packs

Tips

Allow roughly 2–3 drinks per guest for the first hour, then add about 1 drink per person for each following hour. Chill drinks before the hall opens and keep serving jugs ready.
Print programs and directional signs at least 1 day before the performance. Bring extra copies—around 10% above the expected audience is a practical buffer.
Count every cable and power connection before setup: extension cords, power strips and gaffer tape are often forgotten until the lights and audio are being installed.
Set aside one complete front-of-house kit with name badges, the entrance sign, ticket information and the guest list. Put it at the entrance rather than backstage.
Provide backstage seating and dressing-room tables before performers arrive. Add clothing and props to a separate labeled area so they do not get mixed up with decor panels or plants.

Frequently asked questions

What should I buy for a theater evening?: Plan for drinks, cups, plates, forks, teaspoons, serving jugs and coffee supplies, plus printed programs and name badges. You may also need audio equipment, stage lighting, extension cords, power strips, gaffer tape and decor materials.
How many drinks do I need for a theater event?: Budget for 2–3 drinks per person during the first hour and about 1 additional drink per person for every hour after that. Add extra water if the venue is warm or the program runs longer than expected.
How many programs should I print for a theater evening?: Print one program per expected attendee plus about 10% extra. Have them ready at least 1 day before the event so a last-minute printer problem does not affect the entrance setup.
When should I check the theater equipment?: Check speakers, the audio mixer, wireless microphones, microphone stands, the playback laptop and stage lights at least 1 day before the performance. Test every power connection and keep spare extension cords and gaffer tape available during setup.

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