What you need for an album release concert

An album release concert needs more than instruments and a stage. You’ll need practical supplies for guests, artists, ticket checks, merchandise, catering and a reliable technical setup. Plan drinks separately for the first hour and the rest of the event, and buy backup cables, power strips and USB sticks before setup day. This checklist helps you shop for the details that are easy to overlook when the focus is on the performance.

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What to bring

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

Furniture

Chairsqty 120
High tablesqty 10
Buffet tablesqty 6
Merchandise tableqty 2
Bar stoolsqty 8
Coat racksqty 3
Waste binsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixing table
Stage speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 5
DI boxesqty 4
Monitor speakersqty 2
Instrument cablesqty 12
XLR cablesqty 16
Power stripsqty 10
Extension cordsqty 12
Laptop for playlist
USB sticksqty 3
Ticket scannerqty 2
Payment terminalqty 2
Charging stationsqty 2

Lighting

LED parsqty 12
Stage spotlightsqty 4
Light standsqty 4
Mood lightingqty 8
Light cablesqty 10

Decorations

Album postersqty 12
Bannersqty 4
Balloonsqty 80
Balloon archqty 2
Tableclothsqty 10
Photo backdrop
Photo wall standsqty 2
Directional signsqty 8

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 50
Platesqty 120
Cutlery setsqty 120
Serving boardsqty 8
Serving plattersqty 12
Pliersqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Microfiber clothsqty 20
Hand sanitizer holdersqty 6
Gloves for wasteqty 12

Catering

Groceries
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Coffee beans - 3 bags
- Tea bags - 2 boxes
- Black tea - 1 box
- Herbal tea - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini sandwiches - 180 pieces
- Wraps - 120 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 5 kilogram
- Brie - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Ham - 3 kilograms
- Arugula - 2 kilogram
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Olives - 6 jars
- Sun-dried tomatoes - 4 jars
- Grapes - 8 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted nuts - 8 bags
- Popcorn - 8 bags
- Snack mix - 8 bags
- Mini pretzels - 6 bags
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Vegan brownies - 30 pieces
- Gluten-free crackers - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Liquid hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 3 bottles
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Napkins - 500 pieces
- Paper towels - 8 packs
- Aluminum trays - 100 pieces
- Storage containers - 30 pieces
Wok pansqty 8
Drink dispensersqty 4
Thermo boxesqty 4
Corkscrewsqty 4
Bottle openersqty 6
Cash traysqty 3
Menusqty 12
Allergen chartqty 4

Safety

First aid kitsqty 2
Earplugsqty 150
Non-slip matsqty 8
Cable matsqty 20
Flashlightsqty 6

Registration

Wristbandsqty 150
Ticketsqty 150
Name stickersqty 150
Pensqty 20
Clipboard foldersqty 6
Table displaysqty 8

Promotion

Album CDsqty 80
Vinyl albumsqty 30
T-shirtsqty 60
Sale postersqty 50
Bagsqty 80
Stickersqty 300

Backstage

Clothes racksqty 3
Mirrorsqty 3
Lounge armchairsqty 6
Clothes hangersqty 30
Water jugsqty 6
Towelsqty 20
Mirror lightsqty 3

Tools

Tool casesqty 2
Gaffer tapeqty 8
Cable tiesqty 200
Cable tiesqty 100
Scissor setsqty 6
Laddersqty 2
Measuring tapeqty 2

Tips

Plan 2–3 drinks per guest for the first hour, then about 1 drink per person per hour. Chill at least half of the stock before doors open and keep the rest as backup.
Bring at least 2 spare XLR cables, 2 instrument cables and 2 power strips. One missing cable can delay soundcheck more than an item bought on the day.
Prepare one ticket scanner, payment terminal and charging station for every active sales or entry point, plus a fully charged backup power bank for each device.
Set aside 10–15% extra wristbands, tickets, name badges and backstage passes for replacements, late additions and damaged items. Keep them with the run sheet rather than at the merchandise table.
Order merchandise early enough for delivery and count it by size or item before doors open. Put the merchandise table, payment terminal and a small amount of change in position before guests arrive.

Frequently asked questions

How many drinks do I need for an album release concert?: For a mixed audience, plan 2–3 drinks per guest during the first hour and 1 drink per guest for every additional hour. Add 10% extra for warm weather, a long show or limited nearby shops.
How many spare cables should I bring to a concert?: Pack at least 2 spare XLR cables and 2 spare instrument cables, in addition to the cables in use. Bring 2 extra power strips and extension cords as well, and test every cable before soundcheck.
What should I buy for concert ticket and merchandise sales?: Prepare a ticket scanner, payment terminal, charging station and backup power source for each active point. Keep 10–15% extra wristbands, tickets and merchandise packaging available for replacements and late sales.
When should I buy food, drinks and ice for the concert?: Place the catering order at least 5–7 days before the event and confirm final guest numbers 2–3 days ahead. Pick up perishable food and ice on the event day, then chill drinks several hours before doors open.

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