What to Buy for an Advent Concert

An Advent concert needs more than music stands and a piano. Plan refreshments for the interval, tableware for the coffee corner, and simple decorations that work in a concert setting. Check quantities against your expected audience, performers and volunteers before shopping. Drinks, chilled storage, extension cords and serving equipment are easy to overlook until setup day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 100
Coat racksqty 3
Clothes hangersqty 120
Lectern

Tableware

Coffee cupsqty 100
Glassesqty 100
Pastry platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Decorations

Advent wreath
Advent candlesqty 4
Christmas garlandsqty 8
Table runnersqty 6
LED light stringsqty 6

Equipment

Music standsqty 30
Conductor's lectern
Microphoneqty 2
Microphone standsqty 2
Active speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Piano

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Warming kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Scissorsqty 3
Rolls of tapeqty 6
Kitchen knivesqty 3
Cutting boardsqty 3
Serving tongsqty 6
Pouring jugsqty 4

Lighting

Work lightsqty 4

Cleaning

Waste binsqty 6
Mop headsqty 2
Bucketsqty 3
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 4 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Whipped cream - 6 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Alcohol-free beer - 3 cases
- Spa Blue - 6 packs
- Spa Rood - 3 packs
- Apple pie - 6 pies
- Christmas loaf - 4 pieces
- Butter - 500 grams
- Spiced cookies - 4 kilo
- Spiced biscuits - 5 packs
- Filled cookies - 50 pieces
- Mini brioche rolls - 50 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Party nuts - 3 kilo
- Raisins - 1 kilo
- Mandarins - 6 kilos
- Apples - 5 kilo
- Grapes - 3 kilos
- Cheese cubes - 3 kilo
- Young cheese - 2 kilos
- Hummus - 1 kilo
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Baguettes - 10 pieces
- Garlic herb butter - 6 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles

Tips

Plan two drinks per guest for the first hour, then add one more for each additional hour. Include extra coffee, tea and water for performers, volunteers and the conductor.
Allow one pastry plate, one cup and one cutlery set per expected guest, plus at least 10% extra. Serving trays and table runners should be ready before the coffee corner is opened.
Check your power plan before buying or collecting equipment. Count the coffee machines, kettles, warming kettles and LED light strings, then bring enough extension cords and power strips to keep cables away from walkways.
Arrange chilled storage at least one day before the concert. Use coolers for drinks that cannot fit in the venue refrigerator, and prepare thermos flasks so hot drinks can be served during the interval.
Collect decorations and concert equipment in separate boxes two or three days beforehand. Keep the Advent wreath, candles, garlands and light strings together, and check that the microphone, speakers, stands and piano are available before loading in.

Frequently asked questions

How many drinks do I need for an Advent concert?: Plan two drinks per person for the first hour, then one additional drink per person for every extra hour. Add 10% for performers, volunteers and unexpected guests.
How much coffee and tea should I buy for an Advent concert?: For a one-hour interval, plan one hot drink per guest and add 10% extra. Buy or prepare additional servings for the choir, musicians and volunteers who may not use the public coffee corner.
How many cups, glasses and plates are needed?: Provide one coffee cup, one glass and one pastry plate per expected guest, plus at least 10% spare. If you are not using disposable tableware, prepare washing or collection capacity for the full interval.
When should I shop for an Advent concert?: Buy dry goods, tableware and decorations two to three days before the concert. Chill drinks the day before, and collect fresh pastries and other perishable snacks on the concert day.

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