What you need for a theater performance

A theater performance needs more than costumes and props. Plan the audience area, reception desk, refreshments, stage lighting, sound equipment, and backstage setup before shopping. Use the expected audience size to calculate chairs, glasses, cups, plates, and serving supplies, then check which technical items are already available at the venue. Arrange transport for bulky decor, props, and equipment early so setup does not depend on last-minute borrowing.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Coat racksqty 2
Clothes hangersqty 120
Bar stoolsqty 4

Tableware

Reusable glassesqty 130
Coffee cupsqty 40
Platesqty 130
Forksqty 130
Coffee spoonsqty 50
Serving plattersqty 12
Serving traysqty 6

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Audio extension cablesqty 4
Power stripsqty 8
Extension cordsqty 8
Cable traysqty 12
Cash box
Payment terminal

Lighting

Theatre spotlightsqty 6
Light standsqty 3
Battery lanternsqty 6

Decorations

Backdropsqty 3
Curtainsqty 4
Decorative panelsqty 6
Table runnersqty 8
Program holdersqty 4
Directional signsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Tea towelsqty 12
Kitchen towelsqty 6

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 3 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 10 pieces
- Butter - 500 grams
- Baguettes - 12 pieces
- Cream cheese - 1 kilogram
- Young cheese - 1 kilogram
- Hummus - 1 kilogram
- Cucumber - 8 pieces
- Tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Mixed nuts - 2 kilograms
- Gluten-free crackers - 3 packs
- Vegan cookies - 4 packs
- Vegetarian sandwiches - 20 pieces
- Vegan sandwiches - 10 pieces
- Gluten-free rolls - 10 pieces
- Ice lollies - 40 pieces
- Broth - 2 boxes
- Pasta - 3 kilograms
- Pasta sauce - 6 jars
- Shredded cheese - 1 kilogram
- Green salad - 3 kilograms
- Cooking oil - 2 bottles
- Vinegar - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Trash bags - 4 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 2 bottles
- Sponges - 12 pieces
- Paper napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Labels - 2 sheets
- Pens - 10 pieces
- Tape - 6 rolls

Tips

Count one chair per registered guest, plus 5–10 spare chairs if the venue allows it. Add coat racks and one hanger per expected coat so the entrance does not become a pile of clothing.
For a reception with coffee and refreshments, plan at least one reusable glass per guest, one coffee cup per coffee drinker, and 2–3 plates per person if food is served in rounds. Keep extra forks and coffee spoons available for late arrivals.
Check the venue’s sound system before buying or transporting equipment. Confirm that the wireless microphones, mixer, speakers, microphone stands, audio extension cables, power strips, and extension cords work together and have compatible connections.
Prepare the lighting plan before packing the theater spotlights and light stands. Bring cable trays for every cable crossing a walking route, and use battery lanterns for dim corridors, entrances, or backstage areas.
Measure the stage and entrance before collecting backdrops, curtains, and decorative panels. Pack table runners, serving platters, and serving trays separately from props and costumes so the reception can be set up without opening performance cases.

Frequently asked questions

How many chairs do I need for a theater performance?: Plan one chair for every confirmed audience member, then add 5–10% spare capacity where space permits. For 80 guests, that means 80 seats plus 4–8 spare chairs.
How many glasses and coffee cups should I buy for a theater performance?: Allow one reusable glass per guest for a single reception, plus 10% extra for breakage or late arrivals. For coffee, plan one cup per expected coffee drinker and keep at least 5–10 spare cups available.
How early should I arrange theater sound and lighting equipment?: Confirm the equipment list with the venue at least 2–3 weeks before the performance. Test microphones, speakers, mixer, spotlights, cables, and power strips during setup, not immediately before the audience enters.
How much extra food and tableware should I bring?: Prepare food for the confirmed guest count plus 10% if attendance is uncertain. For plates, forks, serving platters, and serving trays, keep at least 10% extra so a dropped or delayed item does not interrupt service.

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