What you need for a theater festival

A theater festival needs more than a stage and a printed program. You will need seating and tables for visitors, reliable sound and lighting, clear signs, backstage supplies and practical front-of-house equipment. Check every technical item before the first group arrives, especially microphones, cables, power strips and spotlights. This shopping list helps you prepare the essentials without leaving last-minute purchases until load-in day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Chairsqty 180
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 100
Stage matsqty 6
High tablesqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Stage monitorsqty 2
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Laptop
Music player

Lighting

Theatre spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12
Battery lampsqty 8

Decorations

Black stage drapesqty 6
Backdrop clothqty 2
Decorative panelsqty 8
Festival bannerqty 2
Directional signsqty 12
Program standsqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Paper garlandsqty 10

Tableware

Dinner platesqty 200
Dessert platesqty 200
Coffee cupsqty 120
Water glassesqty 220
Wine glassesqty 120
Coffee spoonsqty 120
Tablespoonsqty 200
Forksqty 200
Knivesqty 200
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Cooling racksqty 4
Aluminum foilqty 4
Cling filmqty 4

Catering

Cash drawer
Payment terminal
Menu boardsqty 4
Allergen chartqty 4
Drink dispensersqty 4
Serving traysqty 8
Bread basketsqty 8
Ice packsqty 24
Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Whole milk - 8 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Beer glasses - 250 pieces
- Paper napkins - 500 pieces
- Mini sandwiches - 250 pieces
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Pesto - 4 jars
- Chicken breast slices - 2 kilos
- Dry-cured ham - 1 kilo
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Bell peppers - 12 pieces
- Arugula - 8 bags
- Grapes - 5 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Strawberries - 4 kilos
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salted popcorn - 8 bags
- Unsalted nuts - 3 kilos
- Raisins - 2 kilos
- Olives - 3 jars
- Pickles - 3 jars
- Cherry tomatoes - 3 kilo
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Baking spray - 2 cans
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Chocolate bars - 100 pieces
- Muesli bars - 100 pieces
- Butter cake - 6 pieces
- Diet cookies - 6 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 2 kilos
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Bamboo skewers - 500 pieces
- Baking paper - 4 rolls
- Storage containers - 30 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 20 pieces
- Paper towels - 12 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Large trash bags - 100 pieces
- Small trash bags - 50 pieces
- Disposable gloves - 200 pieces

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Toilet brushesqty 4
Rubber glovesqty 8
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Other

Admission wristbandsqty 250
Name badgesqty 80
Ballpoint pensqty 30
Clipboardsqty 6
Notepadsqty 10
Gaffer tapeqty 8
Cable tiesqty 200
Scissor setsqty 6
Tool casesqty 2
First aid kitsqty 2

Tips

Plan seating from your expected audience size, then add a small reserve rather than waiting for extra chairs on the day. Keep stage steps and clear access routes separate from audience seating.
Count microphones, stands, DI boxes and audio cables against the actual number of performers and groups. Test every wireless microphone and connection before the venue opens.
Bring enough extension cords and power strips for the sound, lighting and registration areas, but keep cables away from walkways or cover them safely.
Prepare signage before setup starts: use the festival banner, directional boards and visible program information to guide visitors from the entrance to the theater, toilets and seating.
Do not leave lighting and decoration until the final hour. Install the black stage drapes, backdrop and decorative panels early enough to test the spotlights and adjust the stage view.

Frequently asked questions

What equipment do I need for a theater festival?: At minimum, plan for speakers, a mixer, microphones, microphone stands, audio cables and power distribution. Add stage sections, steps, monitors and a laptop or music player if the performances require them. Test the complete setup at least 2 hours before doors open.
How many chairs should I buy for a theater festival?: Match the number of chairs to your confirmed audience capacity and add around 5% spare seating where space allows. For 100 expected visitors, prepare about 105 chairs, then check that aisles and emergency access remain clear.
What lighting is needed for a theater festival?: Use theater spotlights with light stands and a light controller for the stage, plus ambient or battery lighting for entrances and walkways. Set up and focus the stage lighting at least 2 hours before the first performance.
When should I buy supplies for a theater festival?: Buy non-perishable supplies and confirm equipment reservations at least 2 weeks before the festival. Finish the remaining shopping 2 to 3 days before the event, leaving only fresh catering items for the final day.

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.