What you need for a theatre open day

A theatre open day needs more than programmes and refreshments. Visitors may move between halls, tours, workshops and performances, so you need clear signs, reliable audio equipment and enough serving items for busy arrival periods. This shopping list covers the practical supplies to buy, borrow or collect before opening, from coffee cups and coolers to name badges, projection equipment and route markers. Check quantities against your registration numbers and confirm technical needs with each performance or workshop leader.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 150
High tablesqty 8
Coat racksqty 4
Dressing room tablesqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Wireless microphonesqty 4
Speakersqty 2
Audio mixing console
Extension cordsqty 8
Power stripsqty 8
Laptopsqty 2
Projector
Projection screen
Walkie-talkiesqty 6

Decorations

Theater postersqty 20
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 12
Stage drapesqty 4
Photo backdrop
Decorative theater masksqty 12

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Catering

Water dispensersqty 3
Drink dispensersqty 4
Thermos flasksqty 8
Cooler cratesqty 4
Groceries
- Tea bags - 200 pieces
- Herbal tea - 3 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Tonic - 2 bottles
- Ginger beer - 2 bottles
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell pepper strips - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Brie - 2 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spread - 2 kilos
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- Gluten-free sandwiches - 12 pieces
- Mini croissants - 100 pieces
- Currant buns - 50 pieces
- Unsalted butter - 2 kilos
- Margarine - 1 kilo
- Strawberry jam - 3 jars
- Peanut butter - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Popcorn - 4 kilo
- Cookies - 8 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Allergy-free cookies - 4 packs
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Wrap sauces - 4 bottles
- Napkins - 600 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Organic waste bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 8 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Latex gloves - 2 boxes
- Bandages - 2 boxes
- Tissues - 12 packs

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 3
Storage binsqty 12
Serving tongsqty 10
Measuring cupsqty 3
Bottle openersqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Registration

Registration tablesqty 2
Counter signsqty 4
Clipboardsqty 6
Pensqty 30
Name badgesqty 180
Program leafletsqty 200
Wristbandsqty 200

Signage

Directional signsqty 20
Standsqty 12
Bollardsqty 12
Barrier tapeqty 4

Workshop materials

Practice blocksqty 40
Pencilsqty 50
Markersqty 40
Craft paperqty 300
Face paint setsqty 4
Mirrorsqty 6
Hand puppetsqty 12

Safety

Flashlightsqty 6
Emergency exit signsqty 8
First aid kitsqty 2
Safety vestsqty 8

Groceries

Coffeeqty 6

Tips

Plan catering in separate quantities for visitors, performers and volunteers. Use the registration list for dietary requirements, then add a small buffer so late arrivals do not leave the serving table short.
Prepare one complete information point with programme leaflets, name badges, tour times and printed signage. Keep spare copies of each item rather than printing only the exact registration total.
Test microphones, speakers, the mixing console, projector and screen in the actual halls at least one day before opening. Pack extension cords and power strips with the equipment instead of searching for them during setup.
Mark the tour route before visitors arrive, including turns, queues and restricted areas. Put signs at every decision point; a single sign at the starting point is rarely enough in a theatre building.
Chill drinks and set out coffee equipment before the first tour begins. Keep serving trays, cups, glasses, plates and cutlery together so volunteers can restock without leaving the welcome area.

Frequently asked questions

What should I buy for a theatre open day?: Plan for catering, drinks, coffee supplies, serving items, printed programmes, signs, name badges and route markers. You may also need microphones, speakers, a projector, a screen, extension cords and lighting, depending on the programme. Check the 72-item supply list against the halls and activities you are using.
How many cups and glasses do I need for a theatre open day?: Start with one serving item per expected guest for each planned service, then add around 10% spare capacity. If you expect 100 visitors, prepare at least 110 coffee cups and 110 glasses, adjusting for separate coffee, water and refreshment periods.
When should I order supplies for a theatre open day?: Order catering and non-standard materials at least 7 days before the event, or earlier if delivery dates are limited. Buy fresh food and collect chilled drinks close to opening, then chill the drinks before volunteers arrive.
What equipment is needed for theatre tours and performances?: For announcements and performances, check the need for wireless microphones, speakers and an audio mixing console. For presentations, prepare a laptop, projector and projection screen, and test every connection at least 24 hours before the open day.

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