What you need for a youth theatre performance

A youth theatre performance needs more than costumes and props. Plan for the audience in the foyer, the performers backstage and the technical setup on stage. This shopping list covers serving supplies, drinks, signage, decoration, lighting and sound equipment, including the small items that are often forgotten until the venue opens. Check what the venue already provides before buying tables, chairs, coffee equipment or extension leads.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 8
Clothes racksqty 2
Folding chairs for performersqty 12
Tableclothsqty 8

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Laptop
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
Work lightsqty 2
Spare batteriesqty 12

Decorations

Backdrop
Decorative clothsqty 6
Balloonsqty 80
Balloon pump
Welcome sign
Directional signsqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 120
Reusable cutleryqty 120
Serving plattersqty 8
Thermos flasksqty 4

Kitchen

Coffee machinesqty 2
Cutting boardsqty 3
Knivesqty 4
Coolersqty 3

Cleaning

Waste binsqty 6
Recycling binsqty 3
Mop set
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 2 packs
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Popcorn - 4 bags
- Salty sticks - 4 bags
- Mini raisin buns - 80 pieces
- Mini muffins - 80 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Cold cuts - 1 kilo
- Whole grain bread - 8 loaves
- Gluten-free bread - 2 loaves
- Butter - 1 kilo
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 250 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 6 pairs

Tips

Plan two to three drinks per audience member for the first hour, then add extra water for performers and crew. Chill drinks before the doors open and keep a separate supply backstage.
Bring at least one welcome sign and directional signs for the entrance, foyer, toilets and changing area. Print or prepare them before the performance day; finding a printer during setup wastes valuable time.
Count microphones, stands and spare batteries against the cast and crew using them. Test every wireless microphone before the audience arrives and keep replacement batteries with the technical equipment.
Use one power strip and extension cord per planned equipment area rather than running cables across walkways. Add work lights for the changing area and backstage, where the main stage lighting may not reach.
Set out reusable cups, plates and cutlery together with serving platters and thermos flasks. Provide waste bins near the refreshments table and check that the number of cups matches the expected audience, not just the cast.

Frequently asked questions

What drinks do I need for a youth theatre performance?: Plan two to three drinks per audience member for the first hour, plus water for every performer and crew member. Keep the performers’ supply separate so it is not used up in the foyer.
How many wireless microphones should I buy or bring?: Bring one wireless microphone for each performer who needs amplification at the same time, plus at least one spare if the budget and equipment allow. Test them all before doors open and pack spare batteries.
What should I buy for the theatre refreshment table?: Prepare reusable cups, plates, cutlery, serving platters and thermos flasks, along with drinks and any planned food. Match the quantities to the expected audience and add waste bins beside the table before opening.
What backstage equipment is easy to forget?: Work lights, clothes racks, folding chairs for performers, spare batteries, extension cords and power strips are commonly missed. Check these at least one day before the performance so replacements can be arranged in time.

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