What to Buy for a Benefit Concert

A benefit concert needs more than instruments and tickets. You will be buying or bringing stage sections, seating, serving items, drinks, audio equipment, cables and lighting, often while working within a fixed budget. Use the guest count and programme length to set quantities, then check technical requirements with every performer before shopping. The items below reflect the practical setup for a concert with catering, volunteers and a charity fundraiser.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Chairsqty 120
Tablesqty 10
Bar stoolsqty 4
Clothes racksqty 2
Coat racksqty 2

Tableware

Reusable cupsqty 180
Platesqty 140
Cutlery setsqty 140
Coffee cupsqty 80
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 10

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitorsqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Laptop
Music standsqty 6
Power banksqty 4
Walkie-talkiesqty 6

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8
LED lampsqty 12

Decorations

Backdrop cloth
Buntingqty 8
Flower arrangementsqty 6
Tableclothsqty 10
Photo framesqty 6
Directional signsqty 12
Tapeqty 6
Cable tiesqty 100

Catering

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Drink dispensersqty 3
Presentation boardsqty 4
Cash register
Payment terminal
Cash box
Vouchersqty 1000
Program bookletsqty 150
Name stickersqty 150
Table numbersqty 10
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 bags
- Olives - 4 jars
- Toast rounds - 8 packs
- Baguettes - 12 pieces
- Crackers - 6 packs
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Herb butter - 6 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Vegan cheese - 500 grams
- Grapes - 4 kilos
- Apples - 40 pieces
- Pears - 30 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Wraps - 100 pieces
- Falafel - 3 kilos
- Chicken breast - 4 kilos
- Tuna - 12 cans
- Egg - 60 pieces
- Mayonnaise - 2 jars
- Vegan mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Chili sauce - 2 bottles
- Pesto - 3 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 canister
- Paprika powder - 1 container
- Italian herbs - 1 canister
- Butter - 1 kilo
- Sugar loaf - 4 pieces
- Brownies - 6 boxes
- Cookies - 8 packs
- Vegan cookies - 3 packs
- Chocolate bars - 100 pieces
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 boxes
- Ice cubes - 20 kilo
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Hand soap - 6 dispensers
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2
Cling filmqty 2
Oven traysqty 4

Cleaning

Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 8
Waste binsqty 4

Tips

Plan 2–3 drinks per guest for the first hour, then allow 1–2 more for each additional hour. Add water separately, especially if guests will be standing near stage lighting or in a warm room.
Count reusable cups, plates and cutlery for the maximum number of guests, not the expected first seating. A useful buffer is 10–15% extra, because items will be in use at the bar, catering tables and backstage.
Confirm the technical rider at least 14 days before the concert. Check the exact number of microphones, DI boxes, monitors, XLR cables and jack cables rather than assuming the venue has compatible equipment.
Bring 10–20% more extension cords, power strips and cable trays than your first floor plan requires. Cable runs change when the stage, mixer or audience seating moves during setup.
Finish the shopping and equipment check 24–48 hours before doors open. Test speakers, subwoofers, microphones, spotlights and laptop playback together, and label borrowed equipment before volunteers arrive.

Frequently asked questions

How many drinks do I need for a benefit concert?: For the first hour, plan 2–3 drinks per guest, followed by 1–2 drinks per guest for every additional hour. Keep water separate from the paid or donated stock and add a 10% reserve if attendance is uncertain.
How many reusable cups, plates and cutlery sets should I buy?: Start with one set per expected guest and add 10–15% extra. For 100 guests, that means at least 110 cups, plates and cutlery sets, plus enough coffee cups for the number of people you expect to serve hot drinks.
When should I confirm the concert sound equipment?: Confirm the performers’ technical requirements at least 14 days before the event and reserve the audio equipment immediately after that check. Recheck the inventory 48 hours before setup so missing cables or stands can still be replaced.
What should I check before the benefit concert opens?: Complete the final equipment and shopping check 24–48 hours before doors open. Test the mixer, microphones, monitors, speakers, subwoofers, stage spotlights and laptop playback, then place cable trays and power strips according to the printed technical plan.

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