What to buy for a theater workshop
A theater workshop needs more than chairs and a few scripts. Participants move between group work, rehearsal stations, and shared activities, so plan the room, refreshments, technical setup, and creative materials together. This shopping list covers the practical items to bring or buy, from coffee cups and serving spoons to costume accessories and presentation equipment. Check quantities against your participant list, then test the sound, projector, and power connections before people arrive.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 35
- Tablesqty 5
- Coat racksqty 2
Equipment
- Portable speaker
- Laptop
- Projector
- Projection screen
- Microphone
- Extension cordsqty 3
- Power stripsqty 3
- Rechargeable batteriesqty 8
Tableware
- Drinking glassesqty 40
- Coffee cupsqty 35
- Platesqty 40
- Cutlery setsqty 40
Kitchen
- Coffee maker
- Kettlesqty 2
- Thermos flasksqty 3
- Coolersqty 2
- Cutting boardsqty 2
- Knivesqty 4
- Serving spoonsqty 4
Decorations
- Name badgesqty 35
- Tableclothsqty 5
- Clothes racksqty 2
- Costume accessoriesqty 30
- Decorative fabricsqty 6
Office supplies
- Flip chart
- Flip chart sheetsqty 30
- Markersqty 24
- Notepadsqty 35
- Ballpoint pensqty 35
- Printed scenesqty 35
Cleaning
- Waste binsqty 4
- Mop
- Bucketqty 2
- Cleaning clothsqty 8
Catering
- Groceries
- Coffee - 3 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Mineral water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Lemons - 8 pieces
- Apples - 35 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 6 tubs
- Salsa - 4 jars
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Sandwich rolls - 45 pieces
- Whole wheat bread - 5 loaves
- Cheese - 2 kilos
- Hummus spread - 1 kilo
- Chicken breast topping - 1 kilo
- Jam - 2 jars
- Butter - 500 grams
- Soup - 8 liters
- Croutons - 3 bags
- Yogurt - 3 kilos
- Muesli - 1 kilo
- Cookies - 5 packs
- Napkins - 150 pieces
- Paper cups - 50 pieces
- Paper plates - 50 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
Tips
- Count one chair per participant, plus at least two extra chairs for workshop leaders or late arrivals. Add enough tables to create separate workstations without blocking movement between groups.
- Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Provide separate coffee cups and drinking glasses, and have at least one thermos flask available for each refreshment station.
- Prepare one name badge per participant and bring 10% extra. Keep markers and flip chart sheets at every active workstation so groups do not have to interrupt the workshop to find supplies.
- Test the laptop, projector, projection screen, portable speaker, and microphone in the actual room at least 60 minutes before the start. Bring extension cords, power strips, and fully charged rechargeable batteries as backups.
- Set out costume accessories, decorative fabrics, and clothes racks before the first activity begins. Participants can then choose items immediately instead of waiting while the workshop leader searches for materials.
Frequently asked questions
- What do I need for a theater workshop?
- You need seating, tables or workstations, name badges, flip chart sheets, markers, costume accessories, and any selected texts or scenes. For presentations or sound, also prepare a laptop, projector, portable speaker, microphone, extension cords, and power strips.
- How many chairs and tables do I need for a theater workshop?
- Plan one chair per participant and add two extra chairs for leaders or unexpected arrivals. Choose enough tables for the number of activity groups, leaving clear walking space between workstations rather than filling the room wall to wall.
- How many drinks should I buy for a theater workshop?
- Allow two to three drinks per person during the first hour and one additional drink per person for every later hour. Add roughly 10% extra cups and glasses so breakage, spills, and late arrivals do not leave you short.
- When should I prepare the technical equipment for a theater workshop?
- Set up and test the laptop, projector, speaker, microphone, and power connections at least 60 minutes before participants arrive. Keep rechargeable batteries, extension cords, and a power strip ready as backup equipment.
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