What you need for a youth theater festival

A youth theater festival needs more than costumes and a stage. You will need practical supplies for check-in, changing rooms, performances, audience seating, technical setup, and food service. The plan includes equipment such as speakers, wireless microphones, a mixer, projector, and stage spotlights, along with furniture and signage materials. Use the quantities in your event plan, then confirm technical requirements with each theater group before you shop.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 140
Bar stoolsqty 4
Clothes racksqty 3
Coat racksqty 4
Dressing room tablesqty 4
Changing room chairsqty 12
Check-in desk
Bollardsqty 8

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Laptop
Projector
Projection screen
Presentation clicker
Charging stationsqty 2

Lighting

Stage spotlightsqty 4
Atmosphere lightsqty 8
String lightsqty 6

Decorations

Decorative clothsqty 8
Balloonsqty 100
Balloon pumpqty 2
Paper buntingqty 8
Program standsqty 4
Photo backdrop
Photo booth propsqty 20
Name badgesqty 150
Tapeqty 6
Scissorsqty 6
Cable tiesqty 100
Cable matsqty 8

Tableware

Reusable cupsqty 180
Platesqty 160
Bowlsqty 60
Cutlery setsqty 160
Coffee cupsqty 80
Tea glassesqty 80
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 8

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Mixing bowlsqty 6
Serving trays with lidsqty 8
Serving spoonsqty 8
Aluminum foilqty 4
Food storage containersqty 12
Ice packsqty 20
Kettleqty 2
Coffee makerqty 2
Induction hobqty 2
Pansqty 4

Sports equipment

Workshop tablesqty 6
Craft matsqty 20
Colored pencilsqty 12
Markersqty 12
Drawing paperqty 300
Face paint setsqty 6
Hand mirrorsqty 6
Theater hatsqty 20
Theater capesqty 12
Hand puppetsqty 12
Costume accessoriesqty 30
Improvisation cardsqty 6

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
Pictogram signsqty 12
Barrier tapeqty 4

Catering

Groceries
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Wraps - 80 pieces
- Butter - 4 packs
- Young cheese - 4 kilograms
- Hummus - 12 tubs
- Chicken breast slices - 3 kilograms
- Halal chicken breast slices - 2 kilograms
- Vegetarian spreads - 12 tubs
- Cream cheese - 2 kilograms
- Eggs - 60 pieces
- Cucumbers - 12 pieces
- Tomatoes - 5 kilograms
- Carrots - 4 kilograms
- Peppers - 3 kilograms
- Lettuce - 8 heads
- Apples - 100 pieces
- Bananas - 100 pieces
- Grapes - 8 kilograms
- Mandarins - 8 kilograms
- Yogurt - 8 liter
- Muesli - 3 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Popcorn - 8 bags
- Cookies - 10 packs
- Muesli bars - 100 pieces
- Chocolate bars - 100 pieces
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 12 liters
- Iced tea - 8 liters
- Spa Blauw - 120 bottles
- Sparkling mineral water - 24 bottles
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 liter
- Balsamic vinegar - 1 bottle
- Herb mix - 3 jars
- Gluten-free sandwiches - 12 pieces
- Gluten-free cookies - 4 packs
- Vegan spread - 12 tubs
- Vegan sandwiches - 12 pieces
- Ice cubes - 20 kilograms
- Paper napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 4 rolls
- Trash bags for glass - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 8 packs
- Nitrile gloves - 4 boxes
- Cling film - 3 rolls
- Baking paper - 2 rolls

Tips

Shop for check-in and audience materials at least 3–5 days before the festival. Name badges, printed programs, a check-in desk, program stands, and enough chairs are easy to overlook until the first group arrives.
Confirm every group’s technical requirements 7–14 days in advance. Check microphone types, cable lengths, power needs, projection format, and whether you need extra extension cords or power strips.
Plan changing and coat areas before buying or borrowing furniture. Allow one dressing room table and several chairs per active changing area, plus coat racks or clothes racks so costumes and outdoor clothing stay separate.
Order food only after collecting dietary requirements. For a full festival day, calculate roughly 1 main meal and 2 snack portions per participant, then add 10% extra for volunteers, late arrivals, and unexpected demand.
Test the complete sound and projection setup at least 2 hours before the first performance. Bring spare audio cables, charge the laptop and wireless microphones fully, and place charging stations where performers and volunteers can reach them safely.

Frequently asked questions

What supplies do I need for a youth theater festival?: Plan for check-in, name badges, printed programs, seating, changing-room furniture, coat storage, food, and technical equipment. The core setup includes speakers, a mixer, wireless microphones, microphone stands, audio cables, a laptop, projector, projection screen, and stage spotlights.
How much food should I buy for a youth theater festival?: For a full-day festival, allow 1 main meal and 2 snack portions per participant. Add about 10% extra, and finalise the catering order 3–5 days before the event after checking dietary requirements.
When should I check the theater festival equipment?: Confirm technical requirements with each group 7–14 days before the festival. Test speakers, microphones, the mixer, projector, cables, lighting, and power strips at least 2 hours before the first performance.
How many chairs and tables do I need for a youth theater festival?: You need enough chairs for the planned audience plus performers, volunteers, and staff who are seated during breaks. For check-in and catering, allow at least 1 table for registration and 1 separate table for each food or information station.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.