What to Buy for a Benefit Concert

A benefit concert needs more than instruments and a stage. You’ll need serving supplies, seating, donation materials, cables, lighting, and a reliable way to keep coats, rubbish, and refreshments under control. This shopping list covers the practical items behind the event, from reusable glasses and coffee cups to PA speakers, microphones, DI boxes, and cable mats. Check quantities against your expected attendance and confirm technical requirements with every performer before buying or hiring equipment.

Organize this event for free with Lizzt

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 120
Bar stoolsqty 6
Party tentsqty 2
Coat racksqty 2
Waste binsqty 6

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Equipment

PA speakersqty 2
Subwoofersqty 2
Audio mixer
Singing microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Music standsqty 6
Instrument cablesqty 12
Microphone cablesqty 12
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 10
Laptop
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
Light standsqty 2
String lightsqty 4

Decorations

Charity bannerqty 2
Balloonsqty 100
Tableclothsqty 12
Vasesqty 12
Artificial flowersqty 24
Directional signsqty 12

Catering

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 3
Ice packsqty 20
Serving traysqty 8
Pliersqty 6
Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Ice cubes - 20 bags
- Baguettes - 15 pieces
- Mini bake-off rolls - 120 pieces
- Unsalted butter - 2 packs
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Hummus - 2 kilos
- Pesto - 4 jars
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 40 pieces
- Olives - 4 jars
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Snack mix - 4 bags
- Cookies - 8 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Sugar packets - 300 pieces
- Food storage containers - 50 pieces
- Disposable gloves - 2 boxes
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Dish soap - 2 bottles
- Disinfectant wipes - 4 packs

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Ice spoonsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 3
Rubber glovesqty 6
Cleaning cartsqty 2

Registration

Cash registersqty 2
Card machinesqty 2
Cash boxesqty 2
Small change traysqty 2
Clipboardsqty 4
Pen setsqty 6
Wristbandsqty 150
Donation boxesqty 4
Program binsqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4

Tips

Plan tableware for your maximum expected attendance, not your average turnout. Reusable drinking glasses, coffee cups, plates, and cutlery should cover the busiest serving period, with an extra 10–15% if washing or restocking will be difficult.
Confirm each artist’s technical requirements before ordering sound equipment. A missing DI box, monitor speaker, microphone cable, or instrument cable can stop a performance even when the main PA system is ready.
Buy or reserve cable mats and extension cords before the venue setup day. Mark power strips and cables clearly, and keep spare batteries available for microphones, presentation equipment, or other battery-powered items.
Prepare donation materials separately from ticketing supplies. Keep the charity banner, donation forms, and payment methods together at the entrance or donation point so volunteers can start collecting immediately.
Do not leave practical venue items until the final shopping trip. Coat racks, waste bins, serving trays, tables, chairs, lighting stands, and signage are easy to overlook but affect guest flow from the moment doors open.

Frequently asked questions

How much tableware do I need for a benefit concert?: Start with one drinking glass, coffee cup, plate, and cutlery set per expected guest if items can be washed or collected during the event. For 100 guests, prepare at least 100 sets and add 10–15 extra sets when there is limited restocking capacity.
What sound equipment is needed for a benefit concert?: The core setup usually includes PA speakers, an audio mixer, singing microphones, microphone stands, monitor speakers, microphone and instrument cables, power strips, and extension cords. Confirm the performers’ technical requirements at least 2–3 weeks before the concert so you can add DI boxes, music stands, or other equipment in time.
When should I buy groceries and serving supplies for a benefit concert?: Buy non-perishable serving supplies and drinks 3–7 days before the event, then purchase fresh groceries 1–2 days beforehand. Check dietary requirements before placing the final food order so you do not have to improvise on the event day.
How many donation materials should I prepare?: Prepare at least one clearly marked donation point and enough donation forms for your expected number of donors, with 10–20% extra. Keep the charity banner, forms, and payment options ready no later than the day before the concert.

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.