What you need for an a cappella concert

An a cappella concert needs more than chairs and microphones. Plan drinks and snacks for the audience and performers, then check the less visible supplies: cables, power strips, batteries, gaffer tape and clear signage materials. The list also covers practical backstage and front-of-house items, including water glasses, coffee cups, coat hangers and waste bins. Buy or collect everything at least one day before the concert so deliveries, charging and setup do not compete with the soundcheck.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 8
Stage sectionsqty 6
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 120
Buffet tablesqty 3
Waste binsqty 6

Equipment

Dynamic microphonesqty 8
Microphone standsqty 8
Mixer
Active speakersqty 2
Monitor speakersqty 2
Speaker standsqty 2
DI boxesqty 2
XLR cablesqty 10
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Laptop
USB stickqty 2
Music standsqty 8
Walkie-talkiesqty 6

Lighting

LED spotlightsqty 6
Ambient light stringsqty 4
Emergency lightsqty 2
Spare batteriesqty 24

Tableware

Water glassesqty 140
Coffee cupsqty 120
Coffee spoonsqty 120
Cake platesqty 120
Serving plattersqty 12
Serving utensilsqty 12
Carafesqty 12
Thermos flasksqty 6
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6

Decorations

Fabric table runnersqty 8
Stage drapesqty 4
Welcome sign
Program standsqty 4
Name badge holdersqty 8
Flower arrangementsqty 6
Adhesive stripsqty 4
Scissorsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Microfiber clothsqty 12
Cleaning glovesqty 8
Waste binsqty 3

Catering

Groceries
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 kilogram
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Sparkling water - 18 bottles
- Still water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- White beer - 24 bottles
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Beer glasses - 60 pieces
- Ice cubes - 15 kilograms
- Herbal tea honey - 2 jars
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Hummus - 1.5 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Honey - 2 jars
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Goat cheese - 750 grams
- Vegetarian spread - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Celery - 4 heads
- Grapes - 4 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Bananas - 30 pieces
- Lemon cake - 4 pieces
- Apple pie - 4 pieces
- Brownies - 5 boxes
- Mini muffins - 6 boxes
- Butter cookies - 5 packs
- Snacks - 4 kilogram
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Rice crackers - 5 packs
- Tortilla chips - 5 bags
- Salsa - 4 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Wraps - 8 packs
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Cleaning sponges - 12 pieces
- Diet-free cookies - 3 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 1 kilogram
- Nut-free snacks - 4 packs

Tips

Allow two to three drinks per guest for the first hour, then one drink per additional hour. Include still water for singers, and chill the drinks before the audience arrives.
Buy disposable or reusable cups, coffee spoons and enough water glasses for the full audience capacity, plus roughly 10% extra for replacements and backstage use.
Keep spare batteries, extension cords, power strips, XLR cables and gaffer tape together in a labelled technical box. Test every microphone and active speaker before the rehearsal.
Provide one coat hanger per expected coat, with at least 10% extra. Coat racks and waste bins are easy to overlook when the room is being arranged for chairs and buffet tables.
Prepare a small backstage supply point with drinking water, coffee, cups and snacks before the artists arrive. Set aside the USB stick, laptop and music stands so the programme and technical files are ready during soundcheck.

Frequently asked questions

How many drinks do I need for an a cappella concert?: Plan two to three drinks per person for the first hour, followed by one drink per person for each additional hour. Add extra still water for the performers and keep around 10% spare for volunteers and unexpected guests.
What cables and power supplies are needed for an a cappella concert?: Prepare one XLR cable for every microphone, plus at least two spare cables. Bring extension cords and power strips for the mixer, active speakers, monitor speakers and laptop, and carry gaffer tape to secure cables safely.
How many chairs and tables should I buy for the concert?: Use one chair per registered audience member and add 5% if space allows. Plan separate foldable or buffet tables for registration, refreshments and the artist room rather than relying on the concert seating.
When should I buy supplies for an a cappella concert?: Complete the main shopping at least one day before the concert. Chill drinks, charge equipment and check deliveries on the day, leaving enough time before rehearsal to replace missing items or faulty cables.

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