What to buy for a theatre premiere
A theatre premiere needs more than costumes and a printed programme. You will need a clear setup for the reception, audience seating, refreshments, stage, technical desk and backstage area. This shopping list helps you check the physical items before the premiere, from wine glasses and coffee cups to microphones, extension cords and serving platters. Use your guest count and programme length to set quantities, then confirm hired equipment early enough for a full technical test.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Bistro tablesqty 10
- Folding chairsqty 120
- Reception desk
- Coat rackqty 2
- Clothes hangersqty 120
- Buffet tablesqty 4
- Stage sectionsqty 6
- Folding tables backstageqty 3
Tableware
- Wine glassesqty 120
- Water glassesqty 120
- Coffee cupsqty 80
- Platesqty 120
- Forksqty 120
- Knivesqty 120
- Serving spoonsqty 12
Equipment
- Wireless microphonesqty 4
- Speakersqty 2
- Mixing console
- Laptop
- Projector
- Projection screen
Lighting
- LED theater spotlightsqty 8
- Light standsqty 4
- Extension cordsqty 10
- Power stripsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Serving plattersqty 12
- Serving traysqty 6
- Bread knivesqty 4
Decorations
- Tableclothsqty 14
- Theater curtainsqty 2
- Flower arrangementsqty 6
- Photo backdrop
- Red carpet
- Conesqty 8
- Name badgesqty 120
- Programsqty 130
- Press kitsqty 20
- Wayfinding signsqty 8
- Tapeqty 6
- Cable tiesqty 100
Cleaning
- Vacuum cleaner
- Mop setqty 2
- Cleaning bucketqty 2
- Microfiber clothsqty 12
- Toilet cleaning brushesqty 4
Catering
- Groceries
- Prosecco - 18 bottles
- Alcohol-Free Sparkling Wine - 6 bottles
- Red wine - 8 bottles
- White wine - 10 bottles
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 10 liter
- Oat milk - 6 liters
- Lemons - 2 kilograms
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 120 pieces
- Butter - 1 kilogram
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 2 kilograms
- Pesto - 4 jars
- Serrano ham - 2 kilograms
- Turkey breast - 2 kilograms
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Vegan vegetable snacks - 60 pieces
- Gluten-free crackers - 4 packs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cocktail picks - 500 pieces
- Paper napkins - 500 pieces
- Coffee filters - 2 boxes
- Stirrers - 300 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs
Tips
- Plan one chair per invited guest, plus 5–10% extra for last-minute attendees or damaged seating. Count separate backstage chairs if performers and crew cannot use the audience seating.
- For a reception with drinks, allow two to three glasses per person during the first hour, then add 10% extra. Include water glasses as well as wine glasses, and arrange enough coolers if chilled drinks cannot be stored nearby.
- For coffee service, provide one cup per expected drink at a time and keep at least 10% spare. One coffee machine or kettle may be too slow for a full interval, so match the number of machines to the number of guests served within 15 minutes.
- Check wireless microphones, speakers, the mixing console, laptop, projector and projection screen together at least one day before the premiere. Bring extension cords and power strips long enough to keep walkways clear, with spare connections for last-minute changes.
- Prepare the reception and backstage areas separately: allow one reception desk, coat rack and enough clothes hangers for the expected coats, then add roughly 10% spare. Confirm stage sections, folding backstage tables and serving platters before delivery day, because these are easy to overlook when the focus is on the performance.
Frequently asked questions
- How many chairs do I need for a theatre premiere?
- Start with one chair for every confirmed guest and add 5–10% spare capacity. For 120 guests, that means 126 to 132 chairs, unless the venue already provides fixed seating.
- How many wine glasses should I buy for a theatre premiere?
- Allow two to three wine glasses per person for the first hour if glasses are not washed during the event, then add 10% spare. For 80 guests, prepare roughly 176 to 264 glasses, depending on whether you expect one or two refills.
- When should theatre premiere equipment be checked?
- Check microphones, speakers, the mixing console, projector, screen, cables and lighting at least one day before the premiere. Run a complete technical test in the actual hall, not only a quick inventory check.
- How many coffee cups do I need for a theatre premiere?
- Use one cup per expected coffee drink served at the same time and add 10% spare. If 60 guests will take coffee during a 15-minute interval, prepare at least 66 cups and enough coffee machines or kettles to serve them promptly.
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