What you need for a variety show

A variety show needs more than chairs and a stage. You also need a clear way to serve drinks and food, keep performers moving through the programme, and make the room easy to navigate. This shopping list covers tableware, kitchen supplies, lighting, sound equipment, decorations and cleanup items. Use your guest count and number of performers to set quantities, then check access to power, the stage area and storage before shopping.

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What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Stage sectionsqty 6
Clothes racksqty 2

Equipment

Speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Extension cordsqty 6
Power stripsqty 4

Lighting

Stage lightsqty 4
Mood lightingqty 4

Tableware

Reusable glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Ice cube traysqty 3
Thermos flasksqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Program postersqty 6
Name badgesqty 80

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Cleaning glovesqty 4

Catering

Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Tonic - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Ice cubes - 8 bags
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted sticks - 4 bags
- Snack mix - 4 bags
- Popcorn - 4 bags
- Mini cream puffs - 80 pieces
- Mini muffins - 80 pieces
- Cheese cubes - 2 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Hummus - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Cocktail sauce - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Diet-friendly snacks - 3 packs

Tips

Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Add extra reusable glasses if drinks and coffee will be served at the same time.
Allow one plate, one cutlery set and one coffee cup per guest, plus at least 10% extra. Serving platters should match the number of food stations rather than the total guest count.
Check the stage setup before buying or transporting equipment. Count the microphones, microphone stands, speakers and extension cords needed for every performance, and keep at least two spare power points available.
Bring enough lighting for both the stage and the audience area. Stage lights show performers clearly; mood lighting helps guests find tables, exits and the information board without leaving the room dark.
Arrange cleanup supplies before the event starts, not afterwards. Place waste bins where drinks and food are served, and keep the broom and dustpan near the room entrance so spills can be handled immediately.

Frequently asked questions

What should I buy for a variety show?: Plan for seating, tables, stage sections, sound and lighting equipment, tableware, drink service, decorations and cleanup. For quantities, start with one chair, plate and cutlery set per guest, then add 10% extra tableware.
How many drinks do I need for a variety show?: Allow two to three drinks per guest during the first hour and one drink per guest for every following hour. Add extra coffee, tea and water supplies if the show lasts more than two hours.
How many microphones are needed for a variety show?: Use one microphone for each presenter or performer who speaks at the same time, plus one spare if possible. Check the programme at least one week beforehand so you can identify performances that need multiple microphones.
When should I test the sound and lighting equipment?: Test the laptop, music files, mixer, speakers, microphones and stage lights at least one day before the show. Repeat a shorter sound and lighting check two hours before guests arrive, after the stage and furniture are in place.

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