What to buy for a theatre marathon

A theatre marathon needs more than chairs and a stage: visitors may stay for several performances, while performers need water, clear directions and a usable backstage area. Use this shopping list to cover refreshments, tableware, printed materials, lighting, sound and presentation. Plan drinks and snacks for the full programme, not just the opening show. Check technical requirements with every performer before buying or borrowing equipment, ideally at least two weeks ahead.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Dressing room tablesqty 3
Coat racksqty 4
Clothes hangersqty 60
Waste binsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage lightsqty 4
Standing lampsqty 4
Battery lampsqty 6

Decorations

Backdropsqty 3
Decorative clothsqty 8
Program standsqty 4
Flower arrangementsqty 4
Directional signsqty 8
Name badgesqty 120

Tableware

Coffee cupsqty 120
Glassesqty 150
Water glassesqty 120
Platesqty 130
Soup bowlsqty 110
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Small bowlsqty 16
Pliersqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Napkinsqty 300
Coffee stirrersqty 200

Catering

Water jugsqty 12
Drink dispensersqty 4
Serving plattersqty 12
Food warmersqty 4
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 1 crate
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Baguettes - 15 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Boiled ham - 1.5 kilos
- Hummus - 1.5 kilos
- Peanut butter - 2 jars
- Potatoes - 12 kilos
- Carrots - 6 kilos
- Onions - 3 kilos
- Bell peppers - 3 kilos
- Zucchini - 3 kilo
- Mushrooms - 2 kilos
- Canned tomatoes - 12 cans
- Chickpeas - 8 cans
- Lentils - 6 cans
- Rice - 5 kilo
- Pasta - 5 kilos
- Cooking cream - 6 liters
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Curry powder - 1 jar
- Garlic - 6 bulbs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Grated cheese - 2 kilos
- Yogurt - 5 liters
- Muesli - 2 kilo
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Mandarins - 80 pieces
- Plain chips - 12 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salted pretzels - 6 bags
- Popcorn - 6 bags
- Cookies - 8 packs
- Chocolate bars - 80 pieces
- Vegetarian meal portions - 25 portions
- Vegan meal portions - 10 portions
- Gluten-free meal portions - 5 portions
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Paperwork

Program flyersqty 130
Name stickersqty 130
Attendance listsqty 6
Pensqty 20
Sticky notesqty 4
Information boardsqty 8
Paper tapeqty 6
Envelopesqty 40

Cleaning

Garbage bagsqty 40
Cleaning glovesqty 6
Spongesqty 8
Cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Toilet brushesqty 4
Paper towelsqty 12

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 8
Work glovesqty 6
First aid kit

Storage

Plastic cratesqty 12
Coolersqty 4
Clothes racksqty 3

Tools

Hammerqty 2
Screwdriversqty 2
Cable tiesqty 100
Measuring tapeqty 2

Tips

Plan around two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water separately, especially for performers and anyone speaking on stage.
For a programme lasting four to six hours, allow one snack portion per visitor per break, plus about 10% extra. Buy easy-to-serve options and check collected dietary requirements before finalising quantities.
Do not leave signage and name badges until the event day. Prepare entrance, room and programme signs at least 24 hours beforehand, and bring spare markers and tape for last-minute changes.
Confirm whether each performance needs speakers, a mixer, wireless microphones, a projector or stage lights at least 7 days before the marathon. Test every cable, power strip and extension cord in the venue before visitors arrive.
Provide enough seating, coat-hanging space and waste bins for the busiest part of the day, not the average audience. Keep battery lamps available for corridors, entrances or a brief power failure.

Frequently asked questions

How many drinks do I need for a theatre marathon?: Allow two to three drinks per person for the first hour and one additional drink per person for every hour after that. Add extra water for performers and keep around 10% more than the calculated total.
How much food should I buy for a theatre marathon?: Plan one snack portion per visitor for each scheduled break, then add 10% extra. For a five-hour programme with two breaks, 100 visitors means roughly 220 portions.
When should I arrange the technical equipment?: Confirm technical requirements with performers at least two weeks before the event. Test the speakers, mixer, microphones, projector, lighting and power connections in the venue no later than the day before.
What should I prepare for the entrance and audience area?: Have directional signs, programme stands, name badges, coat racks, hangers and waste bins ready at least 24 hours before opening. Keep spare signs and gaffer tape available for changes on the day.

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