What to Buy for a Benefit Concert

A benefit concert needs more than instruments and tickets. Your shopping list must cover the audience, performers, sound crew, lighting and refreshments, with enough backup equipment to keep the programme moving. Plan seating and serving supplies for the number of guests, then check every cable, power connection and microphone before shopping. Items such as cable mats, spare batteries and DI boxes are easy to overlook but can prevent delays on the day.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Stoolsqty 12
Stage sectionsqty 6
Clothes racksqty 2

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Audio cablesqty 15
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Music standsqty 6
Instrument cablesqty 8
Laptop
Payment terminal
Power banksqty 4

Lighting

Stage spotlightsqty 6
Atmosphere lightsqty 10
Light standsqty 3
Spare batteriesqty 24
Flashlightsqty 4

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 20
Serving spoonsqty 10
Serving tongsqty 8
Food warmersqty 4
Thermo boxesqty 4
Waste binsqty 8

Decorations

Tableclothsqty 10
Stage drapesqty 4
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Flower arrangementsqty 6
Photo framesqty 6
Information boardsqty 8
Program bookletsqty 150
Wristbandsqty 150
Donation boxesqty 4
Raffle Basket

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 48 bottles
- Pils - 96 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Bitter lemon - 2 bottles
- Tonic - 2 bottles
- Lemons - 12 pieces
- Ice cubes - 12 bags
- Savory puff pastry - 120 pieces
- Mini quiches - 100 pieces
- Vegetarian wraps - 40 pieces
- Vegan wraps - 30 pieces
- Mini sandwiches - 100 pieces
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Mixed nuts - 4 bags
- Olives - 4 jars
- Pickles - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Satay sauce - 2 jars
- Toast rounds - 8 packs
- Crackers - 6 packs
- Butter - 4 packs
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Cookies - 8 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Chocolate bars - 50 pieces
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Rinse aid - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Kitchen gloves - 4 boxes
- Aluminum trays - 100 pieces
- Diet labels - 100 pieces

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 6
Toilet brushesqty 4
Paper towelsqty 12

Tips

Plan at least one microphone and stand for each speaking or vocal position, plus a spare microphone if the programme includes several performers. Count DI boxes and instrument cables from the artists’ technical requirements rather than guessing.
For a seated audience, prepare one chair per expected guest and add a small reserve if space allows. Include tables for registration, donations and refreshments, and stools only where performers or volunteers need them.
Check every powered item against the venue’s available sockets before buying or collecting extension cords and power strips. Add cable mats wherever audience members or volunteers will cross sound and lighting cables.
Count glasses, coffee cups, plates and cutlery for the full audience, then add roughly 10% extra for breakage, seconds and unexpected guests. The same check applies to serving trays and coolers.
Arrange coffee machines and kettles early enough to test them at the venue, ideally at least one day before the concert. Keep spare batteries for lighting and confirm that light stands, podium spots and atmosphere lights are compatible with the planned setup.

Frequently asked questions

What equipment do I need for a benefit concert?: At minimum, plan a mixer, speakers, microphones, microphone stands, monitor speakers, DI boxes, audio cables and instrument cables. The exact number depends on the performers, so collect their technical requirements before finalising the shopping list.
How many chairs and glasses do I need for a benefit concert?: Start with one chair and one glass per expected guest, then add about 10% extra where storage and budget allow. Count tables separately for registration, donations and refreshments rather than assuming the venue supplies enough.
When should I buy supplies for a benefit concert?: Finish the equipment and catering-supply check at least one week before the event. Buy or collect fresh refreshments closer to the concert, but test sound, lighting, coffee machines and kettles no later than the day before.
What small items are commonly forgotten at a benefit concert?: Cable mats, power strips, extension cords, spare batteries, instrument cables and DI boxes are frequent omissions. Check these against the stage plan and technical rider at least 48 hours before doors open.

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