What to buy for an Advent concert

An Advent concert needs more than chairs and music stands. Plan supplies for the performance, the musicians, and the reception afterwards, including coffee cups, water and wine glasses, plates, serving utensils, and drinks. Check technical equipment before concert day: microphones, speakers, stands, cables, extension cords, and power strips must match the venue. The list also covers seasonal details such as a Christmas tree, baubles, garlands, and LED candles, so you can shop and prepare from one place.

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What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 12
Changing room chairsqty 12
Coat racksqty 3
Clothes hangersqty 150
Stage sectionsqty 8
Music standsqty 35

Tableware

Coffee cupsqty 150
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Pastry forksqty 150
Teaspoonsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Diatonic tuning fork

Lighting

LED spotlightsqty 8
Cable reelsqty 3
LED candlesqty 24

Decorations

Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Advent wreathqty 2
Pine branchesqty 10
White table runnersqty 12
Flower arrangementsqty 6
Christmas cardsqty 150
Table numbersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice bucketsqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Kitchen spoonsqty 4
Oven glovesqty 4
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 8
Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleanersqty 2
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 6 liters
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 4 packs
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Grape juice - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Alcohol-free wine - 12 bottles
- Red wine - 18 bottles
- White wine - 12 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Cinnamon - 2 jars
- Star anise - 2 bags
- Whipped cream - 12 cans
- Marshmallows - 4 bags
- Gingerbread - 8 packs
- Christmas loaf - 6 pieces
- Mini quiches - 180 pieces
- Savory puff pastry snacks - 180 pieces
- Cheese cubes - 4 kilograms
- Grapes - 4 kilograms
- Mandarins - 8 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilograms
- Raisins - 2 kilograms
- Butter - 1 kilogram
- Baguettes - 12 pieces
- Hummus - 12 tubs
- Cream cheese - 2 kilograms
- Christmas cookies - 8 packs
- Peppermint candies - 4 bags
- Lemons - 3 kilogram
- Ice cubes - 15 kilograms
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Paper straws - 200 pieces
- Food storage containers - 20 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 4 rolls
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 8 pairs

Tips

Count seating, glasses, cups, plates, and pastry forks against the confirmed visitor list, then add a small buffer rather than ordering only the exact number.
Set aside at least one water glass for each performer and check that every microphone, stand, audio cable, extension cord, and power strip is available before the musicians arrive.
Buy or gather reception items several days ahead: serving platters, serving tongs, teaspoons, coffee cups, and wine glasses are easy to overlook when the focus is on the concert.
Test LED spotlights, speaker stands, cable reels, and the mixer in the hall before opening. Keep cables routed away from walkways and leave time to correct lighting or sound problems.
Prepare seasonal decorations before the day itself. Assemble the Christmas tree, baubles, garlands, and LED candles early, and check that the venue allows their placement and power requirements.

Frequently asked questions

What should I buy for an Advent concert reception?: Plan coffee cups, water glasses, wine glasses, plates, pastry forks, teaspoons, serving platters, and serving tongs. Match quantities to the confirmed visitor list and add roughly 10% extra for breakage or unexpected guests.
How many glasses do I need for an Advent concert?: Start with one water glass per expected visitor and one wine glass per person if wine is served. Add 10% spare glassware, and keep separate glasses available for musicians and staff.
When should I prepare the sound equipment for an Advent concert?: Check the mixer, speakers, microphones, stands, audio cables, extension cords, and power strips at least one day before the concert. Do a full sound check in the venue several hours before doors open.
What Advent decorations do I need for the concert venue?: The plan includes a Christmas tree, Christmas baubles, Christmas garlands, and LED candles. Put them in place at least one day beforehand so you can still adjust the layout, lighting, and cable routes safely.

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