What you need for a theater festival

A theater festival needs more than a stage and seats. Your shopping list must cover audience service, performer areas, refreshments, waste, and the equipment needed between performances. Plan quantities around your audience size, the number of performances, and whether drinks and snacks are served throughout the day. Use this list alongside your running order so food, chilled drinks, coffee, and technical supplies are ready before doors open.

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What to bring

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

Furniture

Foldable tablesqty 14
Folding chairsqty 280
Bar stoolsqty 12
Tableclothsqty 14
Stage sectionsqty 12
Dressing room racksqty 4
Changing room chairsqty 12
Waste binsqty 12

Tableware

Reusable drinking glassesqty 300
Coffee cupsqty 80
Platesqty 300
Pastry forksqty 300
Serving spoonsqty 12
Pliersqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 20
Coolersqty 8
Ice containersqty 6
Kettlesqty 4
Coffee machinesqty 3
Serving jugsqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 12
Power stripsqty 12
Cable matsqty 10
Laptop
Walkie-talkiesqty 10
Power banksqty 8
Laptop locksqty 2

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lampsqty 12

Decorations

Theater curtainsqty 4
Program standsqty 8
Decorative clothsqty 12
Flower arrangementsqty 8
Directional signsqty 12
Program boardsqty 6
Chalkboardsqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Non-slip matsqty 8

Registration

Cash box
Payment terminalqty 2
Clipboardsqty 8
Name badge holdersqty 80
Pensqty 30
Wristbandsqty 300

Cleaning

Mop setsqty 4
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 6
Cleaning glovesqty 12

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 300 pieces
- Black tea - 100 tea bags
- Herbal tea - 100 bags
- Green tea - 100 bags
- Sugar - 2 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Still mineral water - 180 bottles
- Sparkling mineral water - 120 bottles
- Cola - 60 bottles
- Cola Zero - 60 bottles
- Soda - 40 bottles
- Ginger ale - 24 bottles
- Apple juice - 24 liters
- Orange juice - 24 liters
- Lemons - 3 kilogram
- Fresh mint - 8 bunches
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 8 kilograms
- Cucumbers - 10 pieces
- Cherry tomatoes - 6 kilograms
- Carrots - 6 kilograms
- Bell peppers - 5 kilograms
- Arugula - 2 kilogram
- Mixed lettuce - 4 kilograms
- Seedless grapes - 6 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Vegetarian spread - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Whole wheat bread - 20 loaves
- White rolls - 150 pieces
- Wholegrain rolls - 100 pieces
- Gluten-free rolls - 20 pieces
- Wraps - 100 pieces
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Garlic powder - 150 gram
- Olives - 3 kilograms
- Pickles - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted crackers - 10 packs
- Rice cakes - 8 packs
- Cookies - 12 packs
- Brownies - 150 pieces
- Mini muffins - 150 pieces
- Mixed nuts - 3 kilogram
- Raisins - 2 kilograms
- Milk chocolate - 3 kilograms
- Dark chocolate - 2 kilograms
- Vegan cookies - 8 packs
- Gluten-free crackers - 8 packs
- Vegan toppings - 3 kilograms
- Vegetarian falafel - 5 kilograms
- Couscous - 5 kilograms
- Chickpeas - 20 cans
- Lentils - 12 cans
- Diced tomatoes - 12 cans
- Basmati rice - 5 kilograms
- Pasta - 5 kilogram
- Pasta sauce - 8 jars
- Parmesan cheese - 1 kilogram
- Yogurt - 8 kilograms
- Vegan yogurt - 4 kilograms
- Muesli - 4 kilograms
- Honey - 2 jars
- Napkins - 1000 pieces
- Paper cups - 400 pcs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill part of the supply in advance and keep the rest in coolers so everything is not served at once.
For a festival with several performances, provide at least one reusable drinking glass per expected guest, plus a smaller reserve for replacements. Add coffee cups, plates, pastry forks, and serving spoons if you are serving cake or other snacks.
Allow one waste bin near the entrance, refreshment area, and seating or performance zone. Empty them between busy periods rather than waiting until the end of the festival.
Prepare a separate backstage supply: dressing room racks, changing room chairs, water, and clearly labelled refreshments. Have these ready at least 60 minutes before the first performer is due.
Check the technical setup against every act's requirements before shopping for replacements or adapters. Speakers, a mixer, wireless microphones, microphone stands, and DI boxes should be tested during the technical run, not when the audience is arriving.

Frequently asked questions

How much food and drink do I need for a theater festival?: For drinks, allow two to three per person during the first hour and one per person for every hour after that. For snacks, plan one to two portions per guest if refreshments are served once, or two portions per guest for an all-day festival. Add about 10% extra for late registrations and spills.
How many chairs do I need for a theater festival?: Provide one chair for each registered audience member when the program is seated, plus 5% spare chairs. For 100 guests, that means 105 chairs. Keep a few folding chairs available for volunteers, performers, and guests who need a different seating arrangement.
When should I buy supplies for a theater festival?: Buy non-perishable serving ware, furniture, kitchen equipment, and technical accessories at least 7 days before the festival. Buy fresh snacks one day before, and chill drinks and prepare ice on the day itself, ideally 3 to 4 hours before doors open.
What technical equipment do I need for a theater festival?: A basic setup may include speakers, a mixer, microphones, microphone stands, and DI boxes, but the exact number depends on the performers' technical requirements. Confirm those requirements at least 14 days beforehand and complete a sound check 2 to 3 hours before the first performance.

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