What to buy for an anniversary concert

An anniversary concert needs more than instruments and a stage. Guests need clear directions, seating, drinks, and a smooth arrival, while performers need reliable microphones, stands, monitors, and a prepared backstage area. Use this shopping list alongside your programme, registrations, and venue check. Order hired equipment and catering early, then buy shelf-stable supplies before the final week so missing items do not become a setup-day problem.

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What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Foldable tablesqty 4
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 100
Stage sectionsqty 12
Lecternsqty 8
Music standsqty 30
Changing room chairsqty 12

Tableware

Water glassesqty 200
Wine glassesqty 180
Coffee cupsqty 100
Platesqty 220
Pastry forksqty 220
Teaspoonsqty 120
Coffee spoonsqty 120
Serving utensilsqty 20
Carafesqty 20

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 10
Diossenqty 8
DI boxesqty 4
XLR cablesqty 20
Jack cablesqty 12
Extension cordsqty 8
Power stripsqty 12
Laptop
Music stand lightsqty 10

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 12
Batteriesqty 24

Decorations

Anniversary bannerqty 2
Balloonsqty 100
Balloon ribbonqty 2
Table runnersqty 12
Flower arrangementsqty 8
Photo backdrop
Photo framesqty 8
Sticky tackqty 4
Cable tiesqty 100

Catering

Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Serving bowlsqty 12
Serving plattersqty 12
Serving spoonsqty 12
Bread basketsqty 6
Drink dispensersqty 4
Ice spoonsqty 4
Bottle openersqty 4
Corkscrewsqty 3
Refrigeratorsqty 2
Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pils - 96 bottles
- White wine - 18 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Bubbles - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini croissants - 120 pieces
- Mini cheese rolls - 120 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 8 bags
- Bell peppers - 12 pieces
- Grapes - 6 kilos
- Apples - 80 pieces
- Pears - 50 pieces
- Bananas - 40 pieces
- Strawberries - 4 kilos
- Mini tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted pretzels - 6 bags
- Mixed nuts - 4 kilos
- Olives - 8 jars
- Pickles - 4 jars
- Herb butter - 12 tubs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Cupcakes - 180 pieces
- Brownies - 120 pieces
- Apple pie - 6 pieces
- Whipped cream - 12 cans
- Sugar-Free Cookies - 6 packs
- Gluten-free crackers - 6 packs
- Vegan wraps - 6 packs
- Vegan sandwich fillings - 12 tubs
- Paper napkins - 500 pieces
- Paper straws - 250 pieces
- Coffee filters - 3 packs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Toilet paper - 24 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Food storage containers - 20 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bowlsqty 12
Measuring cupsqty 3
Kitchen tongsqty 6
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Other

Programsqty 200
Name badgesqty 40
Pensqty 20
Cash box
Card machine
Cash box
Wristbandsqty 200
First aid kit
Flashlightsqty 4
Walkie-talkiesqty 6
Gaffer tapeqty 6

Tips

Plan one water glass per expected guest, plus extra glasses for performers and presenters. Add at least one carafe per serving station so guests are not queuing for single bottles.
For a reception with coffee, tea, and pastries, provide one plate and pastry fork per guest, then add 10% extra. Coffee spoons and teaspoons are easy to overlook when they are not supplied with the cups.
Match the sound purchase or hire list to the confirmed artist setup: allow one microphone stand per microphone, one DI box for each instrument needing a direct input, and spare XLR and jack cables.
Count extension cords by stage position and control desk location, not just by room size. Keep at least two spare cables available and test every microphone, monitor, speaker, and connection before doors open.
Prepare the arrival materials at least one day ahead: printed programmes, name badges, emergency contacts, and directional signs. Buy or bring enough coat hangers for every expected coat, with roughly 10% extra for a busy concert.

Frequently asked questions

What should I buy for an anniversary concert?: Plan for guest seating, tables, coat storage, drinks, coffee service, plates, cutlery, printed programmes, signs, and name badges. For the performance, check the confirmed setup for microphones, stands, speakers, monitors, a mixing console, DI boxes, cables, and extension cords.
How many glasses do I need for a concert reception?: Allow one water glass per guest and add 10% spare glasses. If wine is served, provide one wine glass per expected wine-drinking guest, plus another 10% for breakage and replacements.
How early should I order catering for an anniversary concert?: Confirm catering after registrations and dietary requirements have been collected, ideally at least 7 days before the concert. Buy shelf-stable drinks, coffee, tea, and serving supplies no later than 2 to 3 days before setup.
How many microphones and cables are needed for a concert?: Use the confirmed artist and presentation requirements as the baseline: one microphone and stand for each speaking or singing position, with one XLR cable per microphone. Keep at least two spare XLR cables and test the complete setup before the audience arrives.

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