What to buy for a youth theatre performance

A youth theatre performance needs more than costumes and props. This shopping list covers the practical items for welcoming visitors, serving refreshments, marking routes, dressing the hall and supporting the stage setup. Plan quantities from your audience size, then check what the venue already provides before buying anything. Refreshments, chilled stock, batteries or cables are easy to leave until the last day, so aim to complete the main shopping at least 48 hours before the performance.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Clothes racksqty 3
Reception folding table
Stoolsqty 6

Equipment

Speakersqty 2
Amplifier
Mixer
Wireless microphonesqty 3
Microphone standsqty 2
Media player
Extension cordsqty 6
Power stripsqty 6

Lighting

LED spotlightsqty 4
Light standsqty 2
Work lightsqty 3

Decorations

Backdrop cloth
Decorative clothsqty 6
Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Bollardsqty 6
Route arrowsqty 12
Welcome sign

Tableware

Glassesqty 130
Coffee cupsqty 40
Platesqty 130
Forksqty 130
Napkin holderqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Small bowlsqty 12
Pliersqty 6
Measuring cupsqty 2
Kettlesqty 2
Ice packsqty 16
Storage cratesqty 12

Cleaning

Bucketsqty 3
Spongesqty 8
Dish brushesqty 3
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Trash binsqty 4
Toilet brushesqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 10 bottles
- Apple juice - 8 liters
- Multivitamin juice - 8 liters
- Spa Blauw - 24 bottles
- Sparkling mineral water - 12 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Pretzel sticks - 5 bags
- Mini rice cakes - 4 packs
- Popcorn - 4 bags
- Mini cookies - 6 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Small rolls - 60 pieces
- Mini sandwiches - 40 pieces
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Herb cream cheese - 3 tubs
- Jam - 3 jars
- Butter - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Lemons - 8 pieces
- Ice cubes - 8 bags
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Cleaning gloves - 6 pairs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Tips

Plan 2–3 drinks per person for the first hour, then add one drink per person for each additional hour. Keep chilled stock in coolers until the reception is ready.
For tableware, allow one glass, coffee cup, plate, fork and napkin space per expected visitor, plus about 10% extra for breakage, spills or late arrivals.
Buy or bring clear signage for the entrance, reception and route to the hall. Prepare at least one welcome sign and enough route arrows to cover every turn from the entrance.
Test speakers, the amplifier, mixer, wireless microphones, media player, extension cords and power strips before shopping is finished. Keep spare batteries and essential cables together rather than packed in separate boxes.
Set aside a separate setup box for the backdrop cloth, decorative cloths, bunting, balloons, balloon pump, bollards and work lights. This prevents decoration supplies from being mixed with props or costume-room items.

Frequently asked questions

What refreshments do I need for a youth theatre performance?: Plan 2–3 drinks per guest for the first hour and one additional drink per guest for every extra hour. Order enough serving supplies for the full audience, with about 10% extra for spills and unexpected visitors.
How much tableware should I buy for a youth theatre performance?: Allow one glass, coffee cup, plate and fork per expected visitor, then add 10% spare stock. For 100 guests, that means roughly 110 of each item, unless the venue already has reusable tableware available.
When should I buy supplies for a youth theatre performance?: Complete the main shopping at least 48 hours before the performance. Buy chilled refreshments as close to the event as practical, then store them in coolers until the hall is opened.
What equipment should I check before the performance?: Test the speakers, amplifier, mixer, wireless microphones, microphone stands, media player, extension cords and power strips at least 24 hours beforehand. Allow 30–60 minutes for a full sound and lighting check, including the LED spotlights and work lights.

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