What you need for a balcony concert

A balcony concert needs more than microphones and speakers. Plan seating, tableware, drinks service, lighting and cable safety alongside the performance setup. Use your guest count to calculate glasses, plates and cutlery, then check every power and audio connection before guests arrive. Drinks should be chilled early, and any equipment you are borrowing or renting should be confirmed several days ahead. This list covers the practical purchases and items to bring for a small concert on a balcony.

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What to bring

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

Furniture

Chairsqty 40
Tablesqty 4
Buffet tablesqty 2
Stoolsqty 4

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Musical instrumentsqty 2
Instrument cablesqty 6
XLR cablesqty 6
Extension cordsqty 6
Power stripsqty 4
Cable traysqty 6
Rainproof coversqty 4
Gaffer tapeqty 4

Lighting

LED string lightsqty 4
LED lampsqty 6
Light standsqty 2

Decorations

Buntingqty 4
Tableclothsqty 4
Stage drapesqty 2
Program postersqty 6

Tableware

Drinking glassesqty 50
Wine glassesqty 30
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 30

Kitchen

Coolersqty 4
Serving traysqty 6
Scissorsqty 2
Pliersqty 4
Kettlesqty 2
Coffee machinesqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Broom setsqty 2
Mopsqty 2
Hand broomsqty 2

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange lemonade - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- Rosé - 6 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Ice cubes - 10 bags
- Baguettes - 8 pieces
- Butter - 500 grams
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Cooked ham - 1 kilo
- Vegetarian spread - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Mixed nuts - 3 bags
- Olives - 4 jars
- Mini meatballs - 3 kilo
- Vegetarian snacks - 3 kilos
- Garlic sauce - 2 bottles
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Snacks - 4 bags
- Paper napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Paper towels - 4 packs
- Hand soap - 3 bottles

Tips

Plan one chair per seated guest, then add 10–15% extra if space allows. Stools can provide flexible seating without taking as much room as full chairs.
For the first hour, allow two to three drinks per person; after that, plan roughly one drink per person per hour. Chill drinks at least four hours before the concert.
Count one drinking glass, plate and cutlery set per guest, plus 10% extra. Add wine glasses only if wine is being served, and provide coffee cups for the later part of the evening.
Match the sound setup to the performers: allow at least one microphone per vocalist, one microphone stand per microphone, and keep spare XLR and instrument cables available.
Buy or bring cable trays before setting up speakers and microphones, not afterward. Check every extension cord and power strip during setup, and keep them away from balcony edges and wet areas.

Frequently asked questions

How many glasses do I need for a balcony concert?: Plan one drinking glass per guest, plus 10% extra for breakage or replacements. If wine is served, add one wine glass per wine-drinking guest rather than expecting one glass to cover every drink.
How much food and drink should I buy for a balcony concert?: Allow two to three drinks per person for the first hour, then about one per person per hour. For snacks, prepare at least two to three portions per guest per hour, with extra options if the concert overlaps a normal mealtime.
What audio equipment is needed for a balcony concert?: At minimum, check whether the performers need active speakers, a mixer, microphones, stands and the correct cables. Confirm the equipment list with the artists at least one week before the concert and reserve anything missing before the event week.
When should I chill drinks for a balcony concert?: Put drinks in coolers or a refrigerator at least four hours before guests arrive. For a larger quantity, start the day before so everything is cold without overloading the available cooling space.

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