What You Need for a Theater Performance

Use this shopping list to prepare a theater performance without discovering missing essentials on show day. It covers audience seating, reception furniture, sound and lighting equipment, stage decoration, costumes, refreshments, and serving items. Plan quantities from your expected audience size, then add a small buffer for breakages, spills, and last-minute guests. Check borrowed or hired equipment at least one week before the performance, especially microphones, cables, spotlights, and extension cords.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Tableclothsqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6

Lighting

Theatre spotlightsqty 6
Light standsqty 3
Spare flashlightsqty 6

Decorations

Backdropsqty 2
Decorative panelsqty 6
Artificial plantsqty 8
Buntingqty 6
Tapeqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving plattersqty 12

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Program bookletsqty 120
Admission wristbandsqty 120
Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Stirrers - 150 pieces
- Paper napkins - 250 pieces
- Butter cookies - 6 packs
- Speculaas - 4 packs
- Mini muffins - 100 pieces
- Wholegrain crackers - 4 packs
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Grapes - 4 kilos
- Apples - 50 pieces
- Lemons - 6 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Ice cubes - 4 bags
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan one chair per expected audience member, plus 5–10% extra if the hall allows it. Count folding tables separately for the reception, refreshments, and any ticket or registration point.
Allow two to three drinks per person for the first hour of the reception, then one drink per person per additional hour. Chill drinks at least four hours before doors open and keep a separate cooler for backup supplies.
For coffee service, prepare one cup per guest if serving coffee once, or 1.5 cups per guest for a reception lasting two hours. Provide teaspoons, serving trays, thermos flasks, and kettles so the serving table does not depend on one machine.
Bring at least two spare audio cables, two extension cords, and one power strip for every main equipment area. Test wireless microphones, the mixer, speakers, and all power connections before the cast arrives.
Label costumes and hang each outfit on its own hanger before the performance. Keep tape, spare flashlights, and basic makeup supplies backstage; these are often needed during the final 30 minutes before curtain time.

Frequently asked questions

How many chairs do I need for a theater performance?: Prepare one chair for every expected audience member, then add 5–10% extra where space permits. For 80 guests, that means 80 seats as a minimum and 84–88 chairs as a practical target.
How many drinks should I buy for a theater reception?: Buy two to three drinks per person for the first hour, plus one additional drink per person for every extra hour. For 60 guests and a two-hour reception, plan roughly 180–240 drinks, depending on the drink size and audience.
What sound equipment is needed for a theater performance?: A basic setup includes wireless microphones, microphone stands, speakers, a mixer, audio cables, extension cords, and power strips. Test everything at least one week beforehand and keep two spare audio cables available on the day.
When should I prepare costumes and props for a theater performance?: Check decor, props, and costume fit at least one week before the performance. Label and lay out each costume before the cast arrives, then place the final set backstage at least two hours before curtain time.

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