Anniversary concert shopping list

An anniversary concert needs more than instruments and a stage. You will need seating for the audience, practical furniture backstage, reliable sound and lighting equipment, and clearly labelled cables and power supplies. Catering and guest materials also need to be ready before doors open. Use the quantities in your event plan, then check every technical item with the performers and sound team at least one week before the concert.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Concert chairsqty 160
Foldable tablesqty 12
Buffet tablesqty 4
Changing room chairsqty 12
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 8
Lectern
Artist tableqty 2
Stoolsqty 6

Equipment

Mixing console
Speakersqty 4
Stage monitorsqty 4
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 6
XLR cablesqty 14
Jack cablesqty 10
Cable reelsqty 6
Power stripsqty 10
Cable matsqty 20
Music standsqty 20
Instrument cablesqty 10
Ticket stampqty 2
Walkie-talkiesqty 6
Presentation microphone
Laptop
USB stickqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Emergency lightsqty 4

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Coffee saucersqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8

Decorations

Anniversary bannerqty 2
Flower arrangementsqty 8
Table runnersqty 12
LED candlesqty 24
Photo panelsqty 3
Balloonsqty 100

Cleaning

Vacuum cleaner
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Waste binsqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 2 kilos
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Cola - 18 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Tonic - 8 bottles
- Ginger ale - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 12 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Ciabatta - 8 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Hummus - 3 kilos
- Pesto - 1 kilo
- Olives - 2 kilos
- Cucumber - 3 kilos
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Bananas - 4 kilos
- Strawberries - 3 kilos
- Nut mix - 2 kilo
- Walnuts - 1 kilo
- Raisins - 1 kilo
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salty breadsticks - 6 bags
- Rice crackers - 6 packs
- Mini quiches - 250 pieces
- Vegetarian puff pastry snacks - 250 pieces
- Falafel balls - 200 pieces
- Mini wraps - 200 pieces
- Herb cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Tissues - 12 packs
- Bandages - 2 boxes

Tips

Count concert chairs from the confirmed guest list, then add 5–10% spare seating if the venue allows it. Keep a separate number of chairs available for performers, the changing room and accessibility needs.
Allow at least one microphone stand and one suitable cable for every microphone, plus two or three spare XLR cables. Test wireless microphones with fresh batteries before the technical run-through.
Measure the full cable route before buying or collecting cable mats and reels. Cover every cable crossing used by guests, and keep power strips and reels away from wet catering areas.
Prepare one printed program per guest plus 5–10 extra copies for late arrivals and replacements. Print name badges only after registrations and dietary requirements have been checked.
For a drinks reception, count wine glasses for the maximum number of guests served at once and add 10% spare glasses. Arrange buffet tables, coat racks and clothes hangers before performers arrive, not after doors open.

Frequently asked questions

How many chairs do I need for an anniversary concert?: Start with one concert chair per confirmed guest, then add 5–10% spare chairs where space permits. Reserve separate seating for performers, staff and wheelchair users rather than taking those places from the audience count.
How many microphones and cables are needed for a concert?: Match the number of microphones to the confirmed performers and speaking roles, then provide one microphone stand and one compatible cable per wired microphone. Keep at least two or three spare XLR cables on site.
When should I check the sound and lighting equipment?: Confirm the technical requirements with performers at least 7 days before the concert. Complete a full sound, lighting and cable test during the technical run-through, before guests arrive.
How many printed programs and name badges should I prepare?: Prepare one program and one badge for every confirmed guest or named participant. Add 5–10 extra programs and a small supply of blank badges for late registrations or replacements.

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