What to Buy for a Theater Festival

A theater festival needs more than chairs and a stage. You will also need clear signs, working cables, serving supplies, lighting accessories and enough drinks for the audience and crew. Use the quantities below as a starting point, then adjust them to your audience size, program length and catering arrangements. The items most often forgotten are extension cords, power strips, microphone stands, waste bins and directional signs.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 180
Tablesqty 12
Stoolsqty 10
Clothes racksqty 3
Waste binsqty 8

Equipment

Mixer
Speakersqty 4
Microphonesqty 4
Microphone standsqty 4
Slide projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Walkie-talkiesqty 8
Mobile chargersqty 6

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12

Decorations

Backdropsqty 3
Buntingqty 8
Theater postersqty 12
Directional signsqty 10
Tableclothsqty 12
Flower arrangementsqty 6
Name badgesqty 40
Pensqty 20
Tapeqty 8
Scissorsqty 6
Ropeqty 4
Chalkboardsqty 6

Tableware

Glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12

Kitchen

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 8
Small bowlsqty 16
Storage binsqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Savory nuts - 6 bags
- Popcorn - 6 bags
- Mini pretzels - 4 bags
- Olives - 4 jars
- Pickles - 3 jars
- Cherry tomatoes - 4 kilos
- Cucumber - 8 pieces
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Melon - 4 pieces
- Strawberries - 3 kilos
- Crackers - 8 packs
- Baguettes - 12 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Smoked salmon - 1 kilo
- Egg - 60 pieces
- Tuna - 12 cans
- Chicken salad - 2 kilo
- Egg salad - 2 kilo
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto - 4 jars
- Olive oil - 2 liters
- Pepper - 2 mills
- Salt - 2 packs
- Italian herbs - 2 jars
- Garlic - 6 bulbs
- Soup - 20 liters
- Croutons - 4 bags
- Brownies - 180 pieces
- Cookies - 12 packs
- Muffins - 120 pieces
- Chocolate - 3 kilos
- Whipped cream - 12 aerosol cans
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Wooden stirrers - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Tips

Plan for 2 to 3 drinks per person during the first hour, then about 1 drink per person for each additional hour. Chill them in coolers before doors open rather than waiting until the audience arrives.
Count one chair per seated audience member, plus at least 5 spare chairs for performers, volunteers and last-minute seating changes. Add stools only where the stage layout or technical setup calls for them.
Bring at least one extension cord and one power strip for every separate technical or lighting area. Check cable lengths against the venue layout before the festival, not during setup.
Prepare one directional sign for every decision point from the entrance to the auditorium, and add 10 to 15% extra signs in case routes change. Clear signs prevent volunteers from repeatedly giving the same directions.
Set aside tableware by service moment: glasses for drinks, coffee cups, plates and cutlery for food, and serving trays for moving items quickly. Keep a separate reserve of about 10% so a dropped or missing item does not interrupt service.

Frequently asked questions

How many drinks do I need for a theater festival?: Start with 2 to 3 drinks per person for the first hour and 1 per person for every additional hour. Add extra stock for performers, crew and volunteers if they are not included in the audience count.
How many chairs should I bring to a theater festival?: Provide one chair for each planned audience place, plus 5 spare chairs for crew, performers or unexpected guests. If seating is flexible, prepare about 10% more chairs than the registration count.
How many microphones are needed for a theater festival?: The number depends on the technical sheet and the performers, but provide one microphone for each simultaneous speaker or performance position. Check the equipment list at least 7 days before the event so missing stands, cables or mixer inputs can still be arranged.
When should I buy and prepare supplies for a theater festival?: Buy non-perishable supplies such as signs, tablecloths, cables and decorations at least 7 days in advance. Buy or confirm drinks, snacks and other fresh items 1 to 2 days before the festival, then chill drinks on the day itself.

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