What you need for a theater evening

A theater evening needs more than costumes and a stage. This shopping list covers the practical items that are easy to overlook: programs, registration supplies, refreshments, seating, lighting, sound equipment, signs, and cable safety. Plan quantities from your guest count, then check what the venue already provides before buying anything. Drinks, snacks, batteries, extension cords, and directional signs are often arranged too late, when setup is already underway.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 8
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 100

Tableware

Coffee cupsqty 90
Glassesqty 100
Platesqty 100
Cake platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 6
Power stripsqty 6
AA batteriesqty 12

Lighting

LED spotlightsqty 6
Work lightsqty 4
Light filtersqty 6

Decorations

Backdropsqty 3
Decorative panelsqty 6
Tableclothsqty 8
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Tapeqty 6
Cable matsqty 8
Cable tiesqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Small bowlsqty 12
Pitchersqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 6 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Red wine - 6 bottles
- White wine - 6 bottles
- Non-alcoholic wine - 3 bottles
- Ice cubes - 6 bags
- Baguettes - 12 pieces
- Butter - 4 packs
- Young cheese - 2 kilos
- Hummus - 8 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Mini raisin buns - 80 pieces
- Mini croissants - 80 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Brownies - 80 pieces
- Vegan brownies - 20 pieces
- Gluten-free cookies - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper cups - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan two to three drinks per guest for the first hour, then adjust for the length of the evening. Buy non-alcoholic options separately rather than assuming one drink choice will suit everyone.
Allow one chair per expected visitor, plus a small reserve if the room permits. Check that walkways remain clear after chairs, tables, coat racks, and the registration desk are in place.
Count every microphone, stand, speaker, cable, and power strip before setup. Keep spare AA batteries available and test wireless microphones at least 60 minutes before the audience arrives.
Prepare one set of serving ware for the refreshments and another for coffee and tea. Plates, cake plates, cups, glasses, cutlery, and serving spoons are easy to miss when food and drinks are purchased separately.
Print the visitor list, run sheet, programs, welcome sign, and directional signs before the event day. Put cable mats and tape on the shopping checklist so temporary wiring does not create a trip hazard.

Frequently asked questions

What drinks and snacks do I need for a theater evening?: For the first hour, allow two to three drinks per guest, including non-alcoholic choices. Plan roughly one snack portion per person, then add 10% if the program includes an interval or lasts more than two hours.
How many chairs should I buy or arrange for a theater evening?: Provide one chair for every registered visitor and add 5 to 10 spare chairs where space allows. Confirm the final registration count three to five days before the performance so the room layout can be adjusted.
What sound equipment is needed for a small theater evening?: Check whether the venue supplies speakers and a mixer; otherwise plan speakers, a mixer, microphones, microphone stands, a music player, extension cords, and power strips. Test the full setup at least 60 minutes before doors open.
What should I prepare for the theater evening registration desk?: Set aside the printed visitor list, welcome sign, programs, pens, and a clear table near the entrance. Finish printing and assembling these items at least one day before the event, not during room setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.