What to bring and buy for a theater workshop

A theater workshop needs more than chairs and a clear play area. You will need simple props for role work, name badges and pens, drinks for the break, and serving supplies for the buffet. Check the venue before shopping: tables, power outlets and technical equipment may already be available. Use the participant count to calculate cups, plates, cutlery and refreshments, then prepare everything at least one day before the workshop.

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What to bring

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

Furniture

Chairsqty 24
Tablesqty 4
Coat rack
Stoolsqty 6

Equipment

Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Laptop
Flip chart stand
Flipchart padsqty 2
Clipboardqty 2

Kitchen

Coolersqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 6
Serving utensilsqty 6
Serving trays with lidsqty 3

Tableware

Glassesqty 30
Coffee cupsqty 24
Platesqty 30
Cutlery setsqty 30

Decorations

Name badgesqty 24
Pensqty 12
Theater masksqty 12
Scarvesqty 12
Hatsqty 8
Fabric clothsqty 8
Directional signsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan

Catering

Groceries
- Coffee - 2 packs
- Tea Bags - 40 pieces
- Whole milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Lemons - 6 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salty breadsticks - 3 bags
- Mixed nuts - 2 bags
- Grapes - 3 bunches
- Apples - 24 pieces
- Wraps - 48 pieces
- Chicken breast strips - 2 kilograms
- Falafel - 1.5 kilograms
- Hummus - 1 kilogram
- Cream cheese - 500 grams
- Shredded cheese - 1 kilogram
- Mixed salad - 1.5 kilograms
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Bell peppers - 8 pieces
- Red onions - 6 pieces
- Corn - 6 cans
- Olives - 3 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Garlic sauce - 2 bottles
- Italian herbs - 1 jar
- Olive oil - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 1 bottle

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill bottled drinks in coolers and keep hot drinks in thermos flasks so the break does not depend on a kitchen.
Bring one name badge and one pen per participant, plus 10% extra. Spare badges cover last-minute registrations, damaged labels and people who forget to bring theirs.
Prepare a small prop set with several theater masks, scarves, hats and fabric cloths rather than buying one item for every participant. Store these in separate buckets or containers so the workshop leader can hand them out quickly.
For a buffet, provide one plate, one cutlery set and one glass per participant, plus 10% extra. Serving platters, utensils and trays with lids are easy to overlook and become a problem once the food is ready.
Test the Bluetooth speaker, laptop, extension cords and power strips before participants arrive. Pack directional signs, a clipboard and flipchart pads with the workshop materials instead of leaving them for setup time.

Frequently asked questions

What do I need for a theater workshop?: Bring name badges, pens, theater masks, scarves, hats and fabric cloths for the activities. You will also need chairs, tables, a speaker, flipchart materials, drinks and buffet tableware such as plates, glasses and cutlery.
How many cups, plates and cutlery sets do I need for a theater workshop?: Count one cup, plate and cutlery set per participant, then add 10% spare. For 20 participants, prepare at least 22 of each item so replacements are available.
How much food and drink should I buy for a theater workshop?: Plan two to three drinks per person for the first hour and one additional drink per person for every later hour. For a buffet, allow one serving plate per person and add 10% extra for seconds and unexpected guests.
When should I prepare the theater workshop supplies?: Collect and check the materials at least one day before the workshop. Test the speaker and laptop then, and chill drinks several hours before participants arrive.

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