What to buy for a variety show

A variety show needs more than food and drinks. You’ll need serving supplies for the buffet, clear tableware for guests, name badges, stage and sound equipment, and practical items for setting up the room. Use the quantities on your guest list and performance schedule to work out how much to buy. Check chilled products, cables and batteries before the event, because these are easy to leave until the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Clothing rack

Tableware

Platesqty 70
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Serving bowlsqty 12
Serving plattersqty 8

Decorations

Balloonsqty 100
Buntingqty 12
Tableclothsqty 8
Confetti containersqty 8
Name badgesqty 70
Sticky tackqty 4
Balloon pumpqty 2

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
String lightsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 8
Cake serversqty 2
Bottle openersqty 3
Thermos flasksqty 4

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 6 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Snack mix - 4 bags
- Popcorn - 3 bags
- Salty sticks - 4 bags
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Baguettes - 12 pieces
- Mini rolls - 80 pieces
- Wraps - 50 pieces
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1,5 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Herb butter - 8 tubs
- Chicken satay - 5 kilos
- Vegetarian skewers - 2 kilos
- Satay sauce - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Mini pizzas - 80 pieces
- Vegetarian mini pizzas - 20 pieces
- Puff pastry snacks - 100 pieces
- Vegetarian puff pastry snacks - 30 pieces
- Brownies - 60
- Mini muffins - 60 pieces
- Whipped cream - 4 aerosol cans
- Napkins - 250 pieces
- Paper cups - 100 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Disinfectant spray - 2 bottles

Tips

Plan tableware for every guest plus 10% extra: plates, bowls, glasses, coffee cups and cutlery are often used more than once during a show.
For a buffet, match serving bowls and platters to the number of dishes, then add at least one spare serving utensil per food station so queues do not stop service.
Test speakers, microphones, the mixer, projector and laptop at least one day before the show. Keep extension cords and power strips together rather than buying them during setup.
Buy decorations that can be installed quickly, such as balloons, bunting and tablecloths. A balloon pump and sticky tack save time when the hall opens.
Prepare one name badge for each registered guest, performer and host, plus 10% spare badges. Keep confetti in containers so it can be distributed without making the stage unsafe.

Frequently asked questions

What tableware do I need for a variety show?: Provide one plate, bowl, glass and cutlery set per guest, plus around 10% extra for replacements. Add coffee cups and serving dishes according to the catering menu and expected coffee service.
How much sound equipment is needed for a variety show?: At minimum, plan for speakers, microphones, microphone stands and a mixer, with a laptop for music files. Test the full setup at least 24 hours before the event and keep spare extension cords and power strips available.
How many name badges should I buy?: Buy one badge for every registered guest, performer and host, then add 10% spare badges. Prepare them before the day so registration does not delay the opening.
When should I buy food and chilled products for a variety show?: Buy shelf-stable supplies several days ahead and collect chilled products as close to the event as practical, usually within 24 hours. Store them chilled immediately and check quantities before setup starts.

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