What you need for an anniversary concert

Use this shopping list to prepare an anniversary concert without missing the items that are easy to arrange too late. Plan seating, stage equipment, lighting, tableware and decorations together, because each affects the room layout and setup time. Confirm technical requirements with performers before buying or hiring microphones, DI boxes, monitors and cables. For guests, allow about 10% extra chairs, plates and printed materials when attendance is not fully confirmed.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 180
Tablesqty 18
High tablesqty 8
Stage sectionsqty 12
Clothes racksqty 3
Buffet tablesqty 6

Equipment

Mixing console
PA speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 8
Music standsqty 12
Desk lampsqty 12
Laptopqty 2
USB sticksqty 4
Music standsqty 12
Spare fusesqty 10

Lighting

LED stage lightsqty 8
Atmosphere lightsqty 12
Light standsqty 4
Batteriesqty 24

Decorations

Anniversary bannerqty 2
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 18
Flower arrangementsqty 8
Directional signsqty 8
Tapeqty 10
Gaffer tapeqty 8
Ropeqty 2

Tableware

Dinner platesqty 200
Dessert platesqty 200
Glassesqty 220
Coffee cupsqty 100
Knivesqty 200
Forksqty 200
Spoonsqty 160
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Food warmersqty 6
Tea towelsqty 12

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Still mineral water - 60 bottles
- Sparkling mineral water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 15 kilos
- Baguettes - 15 pieces
- Whole grain bread - 8 loaves
- Mini rolls - 250 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 2 kilos
- Roast beef - 2 kilos
- Hummus - 2 kilos
- Eggplant spread - 1 kilo
- Cucumbers - 3 kilos
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Olives - 2 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Nut mix - 3 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salt sticks - 8 bags
- Bitterballen - 500 pieces
- Vegetarian snacks - 250 pieces
- Mini quiches - 250 pieces
- Savory pie - 8 pieces
- Pasta salad - 12 kilos
- Potato salad - 10 kilos
- Mixed salad - 10 kilos
- Rice salad - 8 kilos
- Sandwiches for the buffet - 250 pieces
- Herb butter - 3 kilos
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Dressing - 4 liters
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Toothpicks - 2 boxes
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces

Registration

Name badgesqty 200
Pensqty 20
Visitor listsqty 4
Program bookletsqty 200
Card boxesqty 3

Cleaning

Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 4
All-purpose cleanerqty 4
Toilet cleanerqty 3
Rubber glovesqty 8
Waste binsqty 8

Safety

First aid kitsqty 2
Flashlightsqty 4
High-visibility vestsqty 8
Warning signsqty 8
Fire extinguishersqty 4

Tips

Plan chairs and tables from the confirmed registration list, then add 10% spare seating. Keep a clear route to the stage, buffet tables and exits rather than filling every available space.
Confirm each performer’s technical requirements at least 14 days before the concert. The final list may change the number of microphones, microphone stands, DI boxes, monitors, music stands and audio cables.
Count power needs before bringing extension cords and power strips. Keep lighting and audio on an agreed power plan, and use cable trays wherever guests or volunteers could cross a cable route.
Order or prepare printed programs, name badges and directional signs at least 7 days ahead. Print 10% extra copies and badges if registrations may still change during the final week.
Buy decorations only after checking the room dimensions and furniture plan. Count tablecloths and flower arrangements by table, and prepare the anniversary banner, balloons and balloon ribbon before the venue opens.

Frequently asked questions

How many chairs do I need for an anniversary concert?: Start with one chair per confirmed guest and add 10% spare chairs. For 100 registered guests, prepare 110 chairs, unless the venue already has fixed seating.
When should I confirm the concert sound equipment?: Confirm the mixing console, PA speakers, subwoofers, monitors, microphones and DI boxes at least 14 days before the concert. Recheck the final performer requirements 3 to 5 days before setup.
How many printed programs should I order?: Prepare one program per expected guest and add 10% extra. For 100 guests, print about 110 programs so late registrations and damaged copies do not leave people without one.
What should I buy for concert guest tables?: Count dinner plates, tablecloths and decorations by table, then add 10% spare tableware. Confirm dietary requirements at least 7 days before the event so catering quantities and serving arrangements can be adjusted.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.