What to Buy for an Acoustic Concert

An acoustic concert needs more than instruments and microphones. Plan for the audience, the performers, the break and the room: drinks, snacks, tableware, seating and safe cable management all affect how smoothly the evening runs. Use your expected attendance to calculate quantities, then add a small buffer for late arrivals and unexpected needs. Buy or collect the supplies at least one day before the concert, and chill drinks several hours before doors open.

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What to bring

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

Furniture

Bistro tablesqty 8
Chairsqty 90
Buffet tablesqty 3
Reception desk
Artist table
Stage stoolsqty 4
Music standsqty 3
Clothes racksqty 2

Equipment

Active speakersqty 2
Mietafel
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 6
Microphone cablesqty 6
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4
Cable traysqty 6
Speaker standsqty 2
Music stand lightsqty 3

Lighting

LED spotlightsqty 6
Mood lightingqty 4
String lightsqty 6
Batteriesqty 24

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 70
Platesqty 100
Coffee spoonsqty 70
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 6
Scissorsqty 3
Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Serving tongsqty 6

Decorations

Tableclothsqty 12
Stage carpet
Flower arrangementsqty 8
Menusqty 12
Program leafletsqty 100
Name badgesqty 20
Pensqty 12
Chalkboardsqty 3
Chalk markersqty 6

Cleaning

Waste binsqty 8
Broom setsqty 2
Mop setsqty 2
Bucketsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Ginger beer - 3 bottles
- Non-alcoholic beer - 24 bottles
- Light beer - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini bread rolls - 120 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Vegetable spread - 1 kilo
- Pesto - 4 jars
- Smoked chicken breast - 1 kilo
- Aged cheese - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 4 heads
- Grapes - 4 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 24 pieces
- Unsalted nuts - 1.5 kilos
- Raisins - 500 grams
- Olives - 4 jars
- Pickles - 3 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Crackers - 8 packs
- Rice cakes - 4 packs
- Cookies - 8 packs
- Brownies - 80 pieces
- Butter cake - 6 packs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Pepper - 1 can
- Salt - 1 tin
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Disposable food containers - 100 pieces
- Disposable cups - 100 pieces
- Coffee filters - 2 packs
- Trash bags - 4 rolls
- Compostable trash bags - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dishwasher tablets - 1 box
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper hand towels - 6 packs
- Hand sanitizer - 4 bottles

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep still water available throughout the concert, including a separate supply for the artists.
For snacks, prepare at least two portions per guest if there is one break, and increase this to three portions for a longer evening. Put out plates and napkins before the audience arrives rather than during the break.
Count one chair per seated guest and keep a small reserve if the venue allows it. Set aside a dedicated artist table with water glasses, coffee cups and simple refreshments before the soundcheck.
Pack spare batteries, power strips, extension cords, instrument cables and microphone cables in one clearly labelled box. Bring gaffer tape and cable trays so cables can be secured before guests enter.
Check the technical setup at least two hours before doors open. Test every microphone, DI box, speaker and music stand light, then leave enough time to adjust the floor plan without moving guests.

Frequently asked questions

What drinks do I need for an acoustic concert?: For each guest, plan on two to three drinks during the first hour and one more for every additional hour. Buy still water as well as the other drinks, and keep a separate supply for the artists and crew.
How many snacks should I buy for an acoustic concert?: Plan two snack portions per guest for one interval, or three portions for a longer programme. Add about 10 percent extra if attendance is uncertain, especially when registrations are still open.
When should I buy supplies for an acoustic concert?: Buy non-perishable supplies and collect equipment at least one day before the concert. Purchase or chill drinks on the day itself, with drinks refrigerated for at least four hours before doors open.
What sound equipment is needed for an acoustic concert?: Prepare microphones, microphone stands, active speakers, a mixer, DI boxes, instrument cables, microphone cables, power strips and extension cords. Complete a full soundcheck at least two hours before the audience arrives.

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