What you need for a youth theatre performance

A youth theatre performance needs more than costumes and props. You will also need practical supplies for the audience, ticket desk, dressing rooms, stage setup and refreshments. Plan quantities around your audience size and cast, then check what the venue already provides before buying anything. Small items such as spare batteries, HDMI adapters, extension cords and gaffer tape are easy to overlook and can delay the performance if they are missing.

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What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Dressing room racksqty 4
Clothes hangersqty 40
Waste binsqty 8

Equipment

Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
Laptop
HDMI adapterqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

LED theater spotlightsqty 6
Light standqty 2
Spare batteriesqty 24

Decorations

Backdrop clothqty 2
Decorative panelsqty 6
Buntingqty 10
Sticky tackqty 4
Postersqty 20
Directional signsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 6
Pitchersqty 6

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 10
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Mopsqty 3
Bucketsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Trash bag holderqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Multivitamin juice - 8 cartons
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Lemons - 12 pieces
- Cookies - 10 packs
- Speculaas - 6 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Pretzels - 4 bags
- Popcorn - 6 bags
- Apples - 80 pieces
- Bananas - 50 pieces
- Grapes - 6 kilos
- Mandarins - 60 pieces
- Baby carrots - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Cold cuts - 2 kilos
- Sandwiches - 120 pieces
- Wholemeal bread - 6 loaves
- Currant buns - 60 pieces
- Margarine - 2 tubs
- Jam - 4 jars
- Peanut butter - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Vegetarian sandwich salad - 2 kilos
- Gluten-free sandwiches - 12 pieces
- Lactose-free milk - 2 liters
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 6 bottles
- Disinfectant wipes - 4 packs
- Freezer bags - 2 boxes
- Paper carry bags - 50 pieces
- Name stickers - 150 pieces

Tips

Plan one chair for every audience member plus 5–10 spare chairs for late changes, helpers or accessibility needs. If the venue does not provide seating, confirm the room layout before transporting tables and chairs.
For refreshments, allow 2–3 drinks per person for the first hour, then about 1–2 more per person for each additional hour. Bring extra reusable cups and pitchers so queues do not stop service.
Check every microphone, speaker, mixer, laptop and HDMI adapter at the venue at least 24 hours before the performance. Pack extension cords, power strips and gaffer tape together rather than assuming the venue has compatible connections.
Prepare the dressing room for the full cast: provide at least one hanger per costume, plus 10% extra, and use racks that can be moved safely. Keep spare batteries with the technical equipment, not in a separate shopping bag.
Print audience signs, posters, the programme and contact information before the event day. Bring sticky tack and directional signs for last-minute placement, because entrances, toilets and ticket desks are often not where visitors expect them to be.

Frequently asked questions

How many chairs do I need for a youth theatre performance?: Plan one chair per expected audience member, then add 5–10% spare capacity. For 80 expected visitors, prepare 84–88 chairs if the venue allows it.
How much catering should I buy for a youth theatre performance?: Allow 2–3 drinks per person for the first hour and 1–2 additional drinks per person for every extra hour. Add about 10% extra cups, plates and cutlery for spills, replacements and late arrivals.
What technical equipment should I bring to a youth theatre performance?: Bring the microphones, stands, mixer, speakers, laptop, HDMI adapter, extension cords, power strips and gaffer tape listed in the plan. Test all connections at least 24 hours beforehand and pack spare batteries for battery-powered equipment.
When should I prepare the costumes, props and decorations?: Check the cast list, costumes, props and decor parts at least 3–5 days before the performance. Pack and label everything the day before, then allow enough setup time at the venue for testing lights, sound and room signage.

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