What you need for a theatre festival

A theatre festival needs more than seats and a stage. You also need reliable sound equipment, backstage furniture, serving ware, signage and enough drinks for audiences, artists and crew. Use this shopping list alongside your programme and venue layout so you can check what is already available and what must be hired or bought. Order printed programmes, badges and technical equipment early; last-minute gaps are hardest to fix on festival day.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Audience chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Changing room chairsqty 20
Clothes racksqty 4
Bollardsqty 12
Red carpetsqty 2

Tableware

Water glassesqty 200
Wine glassesqty 120
Coffee cupsqty 120
Platesqty 200
Dessert platesqty 180
Cutlery setsqty 200
Serving bowlsqty 18
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 6

Equipment

Mixing consolesqty 2
Active speakersqty 6
Subwoofersqty 2
Wireless microphonesqty 6
Headset microphonesqty 4
Microphone standsqty 8
DI boxesqty 4
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 16
Laptop for presentation

Lighting

LED theater spotlightsqty 12
Light standsqty 6
Lighting Console
Work lightsqty 6
Mood lightingqty 10

Decorations

Backdropsqty 4
Decorative panelsqty 8
Plantsqty 12
Table runnersqty 12
Program boardsqty 6
Directional signsqty 14
Name badgesqty 60
Badge holdersqty 60
Wristbandsqty 220
Program leafletsqty 220
Markersqty 24
Tapeqty 12
Gaffer tapeqty 12

Kitchen

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 4
Kettlesqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Kitchen tongsqty 8
Serving tongsqty 12
Measuring cupsqty 4
Aluminum foilqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea bags - 250 pieces
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 24 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 120 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 3 kilos
- Young cheese - 4 kilos
- Hummus - 3 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Turkey breast - 2 kilos
- Smoked salmon - 1 kilo
- Cucumbers - 20 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Melons - 4 pieces
- Strawberries - 3 kilos
- Plain chips - 12 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salted pretzels - 8 bags
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Rice crisps - 2 kilos
- Mini quiches - 180 pieces
- Vegetable pasties - 120 pieces
- Falafel - 4 kilos
- Chicken satay - 5 kilos
- Vegetarian wraps - 80 pieces
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Green salad - 6 kilos
- Couscous salad - 5 kilos
- Baguettes for dinner - 16 pieces
- Herb butter - 2 kilo
- Vegan mayonnaise - 4 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Chili sauce - 3 bottles
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic - 1 kilo
- Fresh basil - 12 bunches
- Honey - 2 jars
- Cookies - 10 packs
- Brownies - 120 pieces
- Chocolate bars - 100 pieces
- Napkins - 1000 pieces
- Paper cups - 500 pieces
- Paper stirrers - 500 pieces
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Aluminum foil - 4 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles

Tips

Plan seating from the room layout, then add about 5% extra chairs if storage allows. Keep clear aisles and reserve accessible spaces rather than filling every row.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water for performers and technicians, not just the audience.
Check every technical rider before ordering equipment. Confirm the number of microphones, DI boxes, speakers, extension cords and power strips at least 7 days before the festival.
Count tableware by service rather than by guest list. For a served reception, plan one plate, dessert plate and cutlery set per guest, plus at least 10% spare items for breakage and late arrivals.
Print programmes, route signs and name badges at least 5 working days ahead. Bring extra copies of the programme and place clear signs at every entrance, hall change and backstage access point.

Frequently asked questions

What do I need to buy for a theatre festival?: Plan for audience seating, stage sections and steps, tables, backstage chairs and clothing racks. You will also need sound equipment, microphones, cables, cable mats, serving ware, drinks, programmes, name badges and route signs.
How many drinks should I buy for a theatre festival?: Budget two to three drinks per person for the first hour and one drink per person for every additional hour. Add separate water supplies for artists and technicians, and chill drinks at least 4 hours before doors open.
How much tableware do I need for a theatre festival?: Start with one plate, dessert plate, cutlery set, glass and cup per expected guest for each service. Add 10% spare tableware, and allow extra serving bowls, platters and utensils for each catering station.
When should I order theatre festival equipment and printed materials?: Confirm hired sound equipment and technical requirements at least 7 days before the festival. Order programmes, signs and badges at least 5 working days ahead, then check the delivery against the plan 2 days before opening.

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