What to Buy for a Theatre Premiere

A theatre premiere needs more than costumes and props. You also need a workable front-of-house setup, reliable technical equipment, clear signage and enough tableware for guests, cast and crew. Start with the expected audience capacity, then check what the venue already provides before buying or hiring anything. The list below covers the practical items that are easy to overlook, from coat hangers and programme stands to spare cables and emergency lighting.

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What to bring

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

Furniture

Audience chairsqty 110
Bistro tablesqty 12
Reception tablesqty 2
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 120
Stoolsqty 6

Equipment

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

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Emergency lightsqty 4

Decorations

Theater curtainsqty 4
Burgundy table runnersqty 12
Flower arrangementsqty 6
Entrance sign
Program standsqty 2
Balloon archesqty 2
Decorative candlesqty 20

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 100
Coffee spoonsqty 100
Pastry platesqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Water jugsqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8
Thermos flasksqty 6
Kettlesqty 2
Induction hobsqty 2
Aluminum foilqty 2
Food storage containersqty 12
Kitchen towelsqty 12
Oven mittsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Trash binsqty 6
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries
- Prosecco - 18 bottles
- Alcohol-free sparkling wine - 6 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Coffee - 2 kilograms
- Tea - 200 bags
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 2 kilograms
- Coffee biscuits - 6 packs
- Mini quiches - 120 pieces
- Mini wraps - 120 pieces
- Cheese crackers - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Grapes - 4 kilograms
- Strawberries - 3 kilograms
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Baguettes - 20 pieces
- Crackers - 10 packs
- Napkins - 500 pieces
- Stir sticks - 200 pieces
- Cocktail sticks - 300 pieces
- Coffee filters - 200 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles

Theater

Decorative panelsqty 6
Stage stepsqty 2
Prop tablesqty 3
Prop cratesqty 6
Costume racksqty 4
Clothing coversqty 40
Costume mirrorsqty 2
Makeup mirrorsqty 4
Makeup kitsqty 4
Foldable room dividersqty 4
Gaffer tapeqty 8
Marking tapeqty 6
Safety pinsqty 2
Sewing kitsqty 2

Print materials

Program bookletsqty 120
Name badgesqty 40
Wristbandsqty 120
Pensqty 20
Clipboardsqty 6
Ticket checklistsqty 6
Directional signsqty 8

Safety

Flashlightsqty 6
Cable matsqty 10
Non-slip matsqty 6
Safety vestsqty 6
Fire blanketsqty 2

Tips

Plan one audience chair per ticketed guest, then add a small number of spare chairs for late changes, accessibility needs or crew use. Confirm the final room layout before arranging delivery.
For a reception, count one wine glass and one water glass per expected guest, plus at least 10% extra. Coffee cups are often forgotten when the reception runs beyond the opening drinks.
Check every cable, extension cord and power strip against the venue’s technical plan at least one week before the premiere. Bring spare audio cables and avoid connecting lighting and sound to the same overloaded circuit.
Prepare one printed programme booklet per attendee on the confirmed guest list, with 10% extra for press, last-minute guests and damaged copies. Put the booklets in programme stands at the entrance rather than handing them out individually.
Set up coat racks with one hanger per expected coat, plus 15% spare capacity. Place the entrance sign where guests can see it before reaching reception, and check that emergency lights remain visible after decorative lighting is installed.

Frequently asked questions

How many programme booklets do I need for a theatre premiere?: Print one booklet for every confirmed attendee, then add 10% extra. For 100 guests, prepare 110 copies so you can cover press guests, late additions and damaged booklets.
How many glasses should I buy for a theatre premiere reception?: Allow one wine glass and one water glass per guest, plus 10% spare. For 80 guests, that means at least 88 wine glasses and 88 water glasses if both are used throughout the reception.
How early should I check the theatre premiere equipment?: Complete the equipment check at least one week before the premiere and repeat it during the technical rehearsal. Test speakers, mixer, wireless microphones, cables, extension cords and power strips in the actual room.
How many coat hangers do I need for a theatre premiere?: Plan one hanger per expected coat and add 15% spare capacity. For 120 guests, provide at least 138 hangers, with enough coat-rack space for guests arriving at the same time.

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