What you need for a theater evening

A theater evening needs more than costumes and a script. You’ll need a clear entrance setup, seating, stage and lighting equipment, refreshments, printed programs, and small items that keep the audience and crew moving smoothly. This shopping list covers the practical supplies for the venue, including microphones, speakers, extension cords, serving equipment, coat-check items, and decoration. Check quantities against your audience size and venue inventory before buying anything.

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What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 8
Reception table
Coat rackqty 2
Clothes hangersqty 100
Stoolsqty 4

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Spotlightsqty 4
Light standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Laptop
Music player

Decorations

Backdropsqty 2
Decorative panelsqty 4
Artificial plantsqty 6
Tableclothsqty 8
Directional signsqty 12
Name badgesqty 20

Tableware

Coffee cupsqty 90
Glassesqty 100
Cake platesqty 90
Pastry forksqty 90
Teaspoonsqty 90
Serving plattersqty 10
Serving utensilsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving traysqty 6
Bottle openersqty 3

Catering

Program leafletsqty 100
Admission ticketsqty 100
Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 2 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Salted peanuts - 2 bags
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Mini sandwiches - 100 pieces
- Young cheese - 1 kilo
- Smoked chicken breast - 1 kilo
- Cream cheese - 4 tubs
- Jam - 2 jars
- Unsalted butter - 2 packs
- Mini quiches - 80 pieces
- Vegetarian snacks - 80 pieces
- Vegan snacks - 30 pieces
- Gluten-free crackers - 2 packs
- Herb cream cheese - 2 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Lemons - 6 pieces
- Ice cubes - 8 bags
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- Sponges - 6 pieces

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 3
Towel rollsqty 4

Lighting

LED work lightsqty 4
String lightsqty 4

Tips

Plan seating, tables, and coat-check supplies for the full audience, not just the people who register first. Count chairs, coat hangers, and serving space at least one week before the performance.
Allow two to three drinks per guest for the first hour, then add one drink per person for each further hour. Chill drinks on the day of the event, with extra time if you are using a large number of bottles.
Print the program booklets and directional signs at least two days in advance. Keep a spare stack at the entrance and place clear signs where guests need to choose between the auditorium, coat check, and refreshments.
Test every microphone, speaker, mixer, spotlight, laptop, and music player during the technical rehearsal. Bring extension cords, power strips, and gaffer tape; these are easy to overlook and difficult to replace once the audience has arrived.
Buy or pack serving platters, serving utensils, cups, glasses, plates, forks, and teaspoons together in one labeled box. Set aside enough tablecloths and utensils for the planned catering service before transporting materials to the venue.

Frequently asked questions

How many drinks do I need for a theater evening?: Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. Add a small reserve if guests cannot easily buy or refill drinks at the venue.
How early should I buy supplies for a theater performance?: Buy non-perishable supplies, printed materials, and technical accessories at least one week before the event. Purchase or collect fresh snacks and chilled drinks on the day of the performance, allowing at least two hours for setup.
What tableware do I need for a theater evening?: For each guest, plan one cup or glass and one plate if refreshments are served. Add pastry forks and teaspoons according to the food and drinks offered, plus at least two serving platters and matching serving utensils for each refreshment table.
What technical equipment is needed for a small theater evening?: Plan microphones, microphone stands, speakers, a mixer, spotlights, light stands, a laptop or music player, extension cords, and power strips. Test the complete setup during a technical rehearsal at least three hours before doors open.

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