What you need for a theater evening

A theater evening needs more than chairs and a stage. Plan supplies for the audience, performers, catering, technical setup, and the changing area so nothing is missing when the doors open. This shopping list covers serving items, drinks equipment, lighting, sound, decorations, props, and basic kitchen tools. Check quantities against your guest list and cast, then buy or borrow anything that needs testing before the event.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Reception desk
Clothes racksqty 2
Waste binsqty 6

Tableware

Water glassesqty 100
Coffee cupsqty 40
Dessert platesqty 100
Cutlery setsqty 100
Serving traysqty 6

Catering

Thermos flasksqty 4
Coolersqty 3
Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 pack
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snack mix - 2 bags
- Popcorn - 2 bags
- Cheese cookies - 3 packs
- Mini cream cheese - 4 tubs
- Hummus - 4 tubs
- Cucumber - 4 pieces
- Carrots - 2 bags
- Grapes - 3 trays
- Apples - 20 pieces
- Mini wraps - 6 packs
- Cheese slices - 3 packs
- Turkey breast - 3 packs
- Vegetarian spread - 3 tubs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Napkins - 4 packs
- Coffee filters - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls

Equipment

Laptop
Microphonesqty 2
Microphone standsqty 2
Audio cablesqty 4
Extension cordsqty 6
Power stripsqty 4
Projection screen

Lighting

Stage lightsqty 4
Atmosphere lightsqty 8

Decorations

Backdrop cloth
Curtainsqty 2
Tableclothsqty 8
Program boardsqty 3

Kitchen

Cutting boardsqty 3
Knivesqty 4
Scissorsqty 3
Serving tongsqty 4
Carafesqty 8
Kettlesqty 2
Cookie tinsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Microfiber clothsqty 12

Tips

Plan one water glass per guest, plus at least 10% extra, and provide separate coffee cups and dessert plates if refreshments are served after the performance.
Allow two to three drinks per person for the first hour, then chill them in coolers before guests arrive. Keep one thermos flask per hot drink station so coffee or tea can be served without repeated trips.
Count microphones, microphone stands, and audio cables against the program rather than the audience size. Test every cable and extension cord at least one day before the theater evening.
Prepare one complete serving set for each catering table: knives, cutlery, serving tongs, trays, carafes, and chopping boards. Buying these at the last minute is difficult if several items are missing.
Set aside a separate kit for the stage and changing area, including scissors, costumes, makeup, clothing racks, curtains, and the backdrop. Finish this check at least two hours before the doors open.

Frequently asked questions

What do I need for a theater evening?: You need audience seating, an entrance table, catering and tableware, drinks equipment, microphones, stands, cables, lighting, a projection screen if required, decorations, props, and supplies for the changing area. Check the full list against your guest count and cast at least one week before the event.
How many glasses and plates do I need for a theater evening?: Start with one water glass and one dessert plate per guest, then add roughly 10% spare items. For a group of 50, that means at least 55 glasses and 55 dessert plates, before accounting for staff or performers.
How early should I buy supplies for a theater evening?: Buy or borrow technical equipment, decorations, costumes, and props at least one week ahead so you can test and replace missing items. Purchase fresh snacks and chillable drinks one or two days before the event.
What equipment should I test before a theater performance?: Test the laptop, microphones, microphone stands, audio cables, power strips, extension cords, projector screen, and stage lights at least 24 hours beforehand. Repeat a short sound and lighting check when the hall is set up.

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