What to buy for a benefit concert

A benefit concert needs more than instruments and a stage. You also need enough tableware for the audience, performers and volunteers, plus serving items, decorations and reliable sound equipment. Use your expected guest count as the starting point: buy or borrow at least one plate, glass, fork, knife and spoon per person, then add a 10% buffer. The checklist covers the items to arrange before shopping, including chilled products, signage and equipment for donations.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 120
Stage sectionsqty 12
Dressing room tablesqty 3
Changing room chairsqty 12
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 120
Serving traysqty 12

Decorations

Backdrop cloth
Buntingqty 8
Tableclothsqty 8
Flower arrangementsqty 8
Balloonsqty 100
Balloon pumpqty 2
Adhesive stripsqty 2
Directional signsqty 8

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
Speaker standsqty 2
Audio cablesqty 20
Power stripsqty 10
Extension cordsqty 12
Cable matsqty 10
Laptop
Music standsqty 6

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 6
Battery lampsqty 12
Spare batteriesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Cleaning

Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Alcohol-free beer - 4 crates
- White wine - 8 bottles
- Red wine - 8 bottles
- Beer - 6 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 10 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Vegetarian deli slices - 2 kilo
- Cucumbers - 8 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mini quiches - 120 pieces
- Dutch croquettes - 180 pieces
- Vegetarian croquettes - 80 pieces
- Vegan spring rolls - 80 pieces
- Mini pizzas - 100 pieces
- Samosas - 80 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Chili sauce - 2 bottles
- Satay sauce - 3 jars
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet blocks - 12 pieces
- Sponges - 12 pieces
- Rubber gloves - 12 pairs
- Paper towels - 12 packs
- Labels - 2 packs
- Permanent markers - 2 boxes
- Coffee stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Sugar sachets - 500 pieces
- Paper straws - 300 pieces
- Aluminum trays - 100 pieces
- Plastic storage containers - 20 pieces
- Plastic trash bags - 50 pieces
- Cash register rolls - 4 rolls
- Wristbands - 150 pieces
- Program flyers - 150 pieces
- Donation envelopes - 200 pieces

Tips

Count guests, performers and volunteers together before buying tableware. For 100 expected attendees, plan for at least 110 plates, glasses, forks, knives and spoons, with extra coffee cups for anyone serving drinks more than once.
Do not leave chilled products until the event morning. Collect them on the day, or store them in a refrigerator with enough capacity for the full catering order and at least two hours of service.
Check the sound setup against the performance schedule, not just the room size. Confirm that you have enough microphones, stands, audio cables and DI boxes for every act, and test the mixer, speakers, subwoofers and monitor speakers before doors open.
Bring more serving capacity than the menu suggests. For 100 guests, prepare at least 10 serving trays or equivalent serving space so food and drinks can be replenished without queues building up.
Prepare donation and wayfinding materials before the venue opens. Test the payment terminal, place directional signs at every entrance and key turn, and keep the printed run sheet where volunteers can reach it quickly.

Frequently asked questions

How many plates and glasses do I need for a benefit concert?: Plan one plate and one glass per expected guest, then add 10% for breakages and second servings. For 100 guests, that means at least 110 plates and 110 glasses, plus matching forks, knives and spoons.
How much tableware should I buy for 100 people?: Buy or borrow at least 110 plates, 110 glasses, 110 forks, 110 knives and 110 spoons. Add coffee cups based on drink service, with a practical starting point of 120 cups for 100 guests.
When should I collect chilled food for a benefit concert?: Collect chilled products on the event day, ideally no more than 2 to 4 hours before serving. Leave enough time to check the order, store everything safely and set up the serving area before the audience arrives.
How many microphones and cables do I need for a benefit concert?: Start with one microphone for each simultaneous vocal or speech position, plus one spare if the budget allows. Count every connection in the stage plan and bring at least 10% more audio cables than the exact total to cover faults or last-minute changes.

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.