What to buy for an afternoon concert
An afternoon concert needs more than drinks and snacks. Plan for seated guests, performers, a buffet, a clear entrance and reliable sound. Your shopping list should cover coffee service, plates and serving pieces, as well as practical items such as extension cords, power strips and directional signs. Check quantities against your final guest list, then chill drinks and prepare catering before the venue opens so setup time is not spent shopping.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 90
- Tablesqty 10
- Buffet tablesqty 3
- Entrance table
- Clothes racksqty 2
- Stoolsqty 4
Tableware
- Coffee cupsqty 90
- Glassesqty 120
- Platesqty 100
- Pastry forksqty 100
- Teaspoonsqty 100
- Serving plattersqty 12
- Serving utensilsqty 12
Equipment
- Speakersqty 2
- Mixer
- Microphonesqty 4
- Microphone standsqty 4
- Speaker standsqty 2
- Audio cablesqty 8
- Extension cordsqty 4
- Power stripsqty 6
- Music standsqty 6
- Keyboard standsqty 2
Lighting
- Standing lampsqty 4
- LED lampsqty 8
Decorations
- Tableclothsqty 10
- Flower arrangementsqty 6
- Programsqty 100
- Name badgesqty 10
- Directional signsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Serving traysqty 10
- Cutting boardsqty 3
- Kitchen knivesqty 4
- Pliersqty 6
Cleaning
- Waste binsqty 6
- Dustpan and brushqty 2
- Bucketsqty 3
- Mopsqty 3
- Cleaning clothsqty 12
- Washing-up basinsqty 4
Catering
- Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 2 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Grape juice - 4 cartons
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Ice cubes - 8 bags
- Butter - 1 kilo
- Herb cream cheese - 1 kilo
- Young cheese - 1,5 kilo
- Ham - 1 kilo
- Chicken breast slices - 1 kilo
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Arugula - 4 bags
- White sandwich loaves - 8 loaves
- Brown casino bread - 8 loaves
- Gluten-free bread - 2 loaves
- Currant buns - 40 pieces
- Butter cookies - 6 packs
- Apple pie - 6 pies
- Whipped cream - 6 cans
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Cocktail nuts - 4 bags
- Salted breadsticks - 4 packs
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Disposable gloves - 2 boxes
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Floor cleaner - 1 bottle
- Hand soap - 4 bottles
- Paper towels - 4 packs
- Disinfectant wipes - 2 packs
- Bandages - 2 boxes
- Paper carrier bags - 2 packs
Tips
- Plan tableware for every guest plus at least 10% extra: one plate, glass, coffee cup, pastry fork and teaspoon per person covers the main service and a few replacements.
- For an afternoon programme, allow two to three drinks per person during the first hour, then around one drink per person for each additional hour. Keep non-alcoholic options visible at the entrance and buffet.
- Treat the audio equipment as a separate shopping check. You need speakers, a mixer, microphones, microphone stands, speaker stands and audio cables; add extension cords and power strips before setup day.
- Buy or bring enough printed programmes, name badges and directional signs for the final guest count, with at least 10% spare copies. These are often forgotten until guests are already arriving.
- Check the room layout before buying table coverings and flowers. Measure buffet and entrance tables, and confirm that lighting, cable runs and the cleared stage area will not block chairs or walkways.
Frequently asked questions
- How many glasses and plates do I need for an afternoon concert?
- Start with one glass and one plate per confirmed guest, then add 10% spare. For 50 guests, that means at least 55 glasses and 55 plates, plus matching serving pieces for the buffet.
- How much food and drink should I buy for an afternoon concert?
- Use your final guest list and catering order as the baseline. Allow two to three drinks per person in the first hour and one more per person for each following hour; order food quantities from the caterer according to the confirmed attendance and dietary requirements.
- What audio equipment is needed for a small afternoon concert?
- Prepare speakers, a mixer, microphones, microphone stands, speaker stands and audio cables. Check compatibility and cable lengths at least 3 to 7 days before the concert, then test every connection when the venue opens.
- When should I buy supplies for an afternoon concert?
- Buy non-perishable items such as tableware, signs, programmes and cables at least 3 to 7 days ahead. Purchase or collect fresh catering the day before or on the event day, and chill drinks several hours before guests arrive.
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