Theater performance shopping list

Use this shopping list to prepare a theater performance without overlooking the practical details behind the scenes. You will need more than chairs and costumes: plan for reception tables, coat storage, projection, microphones, cables, lighting and makeup. Check quantities against your audience size, room layout and cast before buying or borrowing anything. Arrange technical equipment and costume supplies at least one week before the performance so there is time to test, replace or adapt items.

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What to bring

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

Furniture

Chairsqty 90
Reception tablesqty 3
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 100
Stoolsqty 6

Equipment

Laptop
Projector
Projection screen
Active speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Audio mixer
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Stage lightsqty 4
Light standsqty 2
Flashlightsqty 4
Batteriesqty 24

Props

Decorative panelsqty 6
Decorative plantsqty 4
Table lampsqty 2
Stools for decorqty 2
Hand propsqty 12
Decorative framesqty 4

Costumes

Costume setsqty 8
Clothes racksqty 2
Clothing coversqty 10
Theatre makeupqty 2
Makeup brushesqty 2
Mirrorsqty 2

Print materials

Program bookletsqty 90
Ticketsqty 90
Name badgesqty 12
Directional signsqty 8
Run sheetsqty 12
Cue sheetsqty 6

Tableware

Coffee cupsqty 90
Water glassesqty 90
Platesqty 90
Teaspoonsqty 90
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Kitchen knivesqty 2
Serving plattersqty 8
Pliersqty 4

Decorations

Curtainsqty 4
Tableclothsqty 4
Flower arrangementsqty 4
Entrance sign

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Waste binsqty 6

Groceries

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 3 bottles
- Orange juice - 3 bottles
- Ice cubes - 6 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Salted peanuts - 2 bags
- Popcorn - 3 bags
- Mini pretzels - 3 bags
- Cookies - 6 packs
- Brownies - 60
- Mini muffins - 60 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Lemons - 8 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 8 pieces
- Crackers - 6 packs
- Herb butter - 4 tubs
- Vegetarian wraps - 30 pieces
- Vegan wraps - 15 pieces
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Paper straws - 150 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Disinfecting gel - 3 bottles
- Trash bags - 3 rolls
- Tissues - 8 boxes

Tips

Plan seating, reception tables and coat storage from the room layout rather than the guest count alone. Allow one chair per confirmed visitor, plus a small number of spare seats, and check that coat racks and hangers are ready before doors open.
Test the laptop, projector, screen, speakers, microphones and mixer together at least 48 hours before the performance. Keep extension cords, power strips and audio cables available in lengths that reach the control position without crossing walkways.
Prepare one complete costume set and the matching clothing cover for every performer, then add basic theatre makeup and a clothes rack backstage. Do the final costume check at least one day before the show, not when performers are arriving.
Count hand props and decorative pieces against the script and stage layout. Label props by scene and place decorative panels, plants, frames and table lamps where the crew can find them during setup.
Chill drinks and arrange reception supplies on the day of the performance, while keeping batteries, flashlights and spare technical cables in a clearly marked backstage box. These small items are often missed until the room is dark or a cable fails.

Frequently asked questions

What equipment do I need for a theater performance?: At minimum, check whether you need a laptop, projector, projection screen, active speakers, microphones, microphone stands, an audio mixer, audio cables, extension cords and power strips. Test the complete setup at least 48 hours before the performance and bring spare batteries.
How many chairs do I need for a theater performance?: Prepare one chair for each confirmed visitor and keep several spare chairs available for late additions or damaged seating. Confirm the final visitor list 24 to 48 hours before the performance so the room can be laid out accurately.
When should I prepare costumes and props for a theater performance?: Complete the costume and prop check at least one day before the performance. Keep each costume set, clothing cover and hand prop together, and label props by scene to reduce backstage searching.
What should I bring for theater lighting and backstage safety?: Bring stage lights, light stands, flashlights and spare batteries, and test the lighting cues before doors open. Keep cables away from walkways and finish the room and stage safety check at least 60 minutes before the audience arrives.

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