What to buy for an accordion concert

An accordion concert needs more than chairs and a stage. Plan the items that keep admission, refreshments, performers, and the audience moving without delays. This shopping list covers serving supplies for coffee, tea, cake, and chilled drinks, plus the small technical backups that are easy to overlook. Check quantities against your visitor list before shopping, then chill drinks and prepare serving equipment before the venue opens.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Tableclothsqty 8
Clothes racksqty 2

Equipment

Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Music standsqty 6
Spare batteriesqty 12

Lighting

Stage lightsqty 4
Mood lightingqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving trays with lidsqty 4

Decorations

Balloonsqty 80
Decorative fabricqty 4
Table décorqty 8
Program boardsqty 4

Cleaning

Waste binsqty 6
Mop setsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 6 packs
- Spa Blauw - 8 crates
- Spa Rood - 2 crates
- Beer - 4 crates
- Alcohol-free beer - 1 crate
- White wine - 12 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Stir sticks - 2 packs
- Paper napkins - 6 packs
- Individually packaged tea bags - 2 boxes
- Butter - 500 grams
- Mini raisin buns - 120 pieces
- Mini cheese rolls - 120 pieces
- Mini apple turnovers - 120 pieces
- Wholegrain crackers - 4 packs
- Hummus - 4 tubs
- Young cheese - 2 kilos
- Cucumbers - 8 pieces
- Grapes - 4 kilos
- Apples - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 4 bags
- Gluten-free crackers - 2 packs
- Vegan mini pastries - 20 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

Tips

Plan one coffee cup, water glass, and cake plate per expected guest, then add 10% extra for breakage or second servings. For 50 visitors, that means 55 of each.
Allow two teaspoons per guest if coffee and tea are served during the break. Set aside at least 10 serving spoons so cake and other refreshments can be served quickly.
Prepare one water glass and a bottle of drinking water for each performer, plus spare batteries for every battery-powered microphone or accessory. Test them before doors open.
Bring at least one extension cord and one power strip for each separate equipment area, and keep cables away from chair rows and the audience route. Pack extras rather than relying on a single connection.
Chill drinks at least 4 hours before the concert and keep them in coolers until the break. Put serving platters, trays with lids, cutting boards, and bread knives together so catering does not depend on a last-minute kitchen search.

Frequently asked questions

What do I need to buy for an accordion concert?: Plan seating and tables, microphone and sound equipment, music stands, lighting, refreshments, and serving supplies. For food and drinks, include coffee cups, water glasses, cake plates, teaspoons, serving spoons, coolers, and thermos flasks.
How many cups and plates do I need for a concert?: Buy one coffee cup, water glass, and cake plate per expected visitor, plus 10% extra. For 50 guests, prepare 55 cups, 55 glasses, and 55 plates.
How early should I chill drinks for an accordion concert?: Chill drinks at least 4 hours before the concert so they are cold when guests arrive. Move them into coolers before opening the venue and keep a separate supply for the break.
What technical spares should I bring to an accordion concert?: Bring spare batteries, extension cords, and power strips in addition to the microphones, stands, speakers, and mixer. Test the sound equipment before doors open and keep the spare batteries with the equipment rather than in the shopping bags.

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