What do you need for a theater festival?

A theater festival needs more than chairs and a few decorations. You also need reliable sound and lighting equipment, clear route signs, backstage furniture, printed program information and supplies for volunteers and performers. Use the quantities in your plan as a starting point, then adjust them to your audience size, number of performances and venue layout. Check technical requirements with each performer before buying or collecting equipment.

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What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 14
Beer tablesqty 4
Bar stoolsqty 6
Coat racksqty 3
Changing room chairsqty 12
Waste binsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Spare batteriesqty 24
Presentation stand

Lighting

LED par spotsqty 8
Light standsqty 4
Work lightsqty 4
Mood lightingqty 6

Decorations

Stage drapesqty 4
Theater postersqty 12
Directional signsqty 10
Festival Flagsqty 8
Colorful ribbonsqty 6
Tableclothsqty 14
Changing room hooksqty 24

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Coolersqty 4
Hot traysqty 4
Aluminum foilqty 3
Food storage containersqty 12

Catering

Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 3
Cooler cratesqty 6
Coffee filtersqty 150
Paper napkinsqty 400
Wooden stir sticksqty 200
Paper cupsqty 200
Paper snack traysqty 250
Name badgesqty 40
Groceries
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Alcohol-free wine - 6 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Savory nuts - 6 bags
- Popcorn - 4 bags
- Mini cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Vegan cheese - 1 kilogram
- Sandwiches - 180 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free sandwiches - 12 pieces
- Whole wheat baguettes - 12 pieces
- Bread rolls - 100 pieces
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Wraps - 80 pieces
- Falafel - 4 kilograms
- Chicken breast - 5 kilograms
- Rice salad - 8 kilogram
- Pasta salad - 8 kilograms
- Mixed salad - 6 kilograms
- Yogurt dressing - 3 bottles
- Vegan dressing - 3 bottles
- Apple pies - 6 pieces
- Vegan brownies - 60 pieces
- Cookies - 8 packs
- Sugar packets - 300 pieces
- Coffee creamers - 300 pieces
- Wooden cocktail sticks - 300 pieces
- Ice cubes - 20 kilograms
- Paper towels - 12 rolls
- Aluminium trays - 50 pieces
- Cling film - 3 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Paper towels - 12 packs
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Rubber gloves - 12 pairs

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpansqty 3
Microfiber clothsqty 20
Cleaning glovesqty 8
Toilet brushesqty 4
Hand broomsqty 4

Information

Registration listsqty 6
Pensqty 30
Clipboardsqty 6
Wristbandsqty 220
Program leafletsqty 220
Name badge holdersqty 50
Cash walletsqty 2

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8
Barrier tapeqty 4
Non-slip matsqty 8

Changing rooms

Clothes hangersqty 60
Mirrorsqty 4
Clothes racksqty 4
Towelsqty 20
Water carafesqty 4

Tips

Plan seating for the registered audience first, then add 5–10% extra chairs if the venue allows it. Keep separate chairs available for changing rooms and backstage areas so those are not taken by late-arriving guests.
Check every performer’s technical requirements at least 2–3 weeks before the festival. Confirm the number of microphones, DI boxes, HDMI adapters, cables and power points instead of assuming the venue has everything.
Bring at least 2 spare batteries for every wireless microphone and pack extension cords, power strips and gaffer tape in one clearly marked technical box. Test the full setup 2–3 hours before the first performance.
Prepare directional signs for the entrance, auditorium, toilets, cloakroom, changing rooms and performance spaces. Print program brochures and sort them at least 1 day before doors open, so volunteers are not doing office work during audience arrival.
Count catering and drinks from confirmed registrations, including dietary requirements, and add about 10% extra for unexpected guests and performers. Set aside separate bins and table space near the catering area to keep waste and queues manageable.

Frequently asked questions

What equipment do I need for a theater festival?: At minimum, plan for speakers, a mixer, microphones, stands, cables, power strips and suitable lighting. Confirm the exact quantities with every performer at least 2–3 weeks before the event, then reserve missing equipment rather than buying it at the last minute.
How many chairs should I get for a theater festival?: Start with one chair per registered audience member and add 5–10% spare capacity where the venue permits it. Also count separate chairs for changing rooms, volunteers and performers, because those are often forgotten when seating is calculated.
When should I print theater festival programs?: Send the final program to the printer at least 5–7 days before the festival. Keep a small buffer for schedule changes and sort the brochures at least 1 day before the doors open.
What should I buy for theater festival signage?: Prepare signs for every route guests must follow, including entrances, performance rooms, toilets, cloakrooms and changing rooms. Have the signs printed or assembled at least 1 day in advance and bring tape or another fixing method for the venue walls and doors.

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