What You Need for a Benefit Concert

Use this shopping list to prepare the practical side of a benefit concert, from microphones and stage monitors to chairs, serving trays, and donation equipment. Check what the venue already provides before ordering anything, especially speakers, tables, lighting, and power-related gear. Separate performer equipment from front-of-house supplies so volunteers can find items quickly. Aim to have all rented equipment confirmed at least 7 days before the concert and complete a venue check before opening doors.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 170
Tablesqty 12
High tablesqty 8
Coat racksqty 3
Clothes hangersqty 180
Stage sectionsqty 12
Lecternsqty 2
Performer chairsqty 12

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 120
Small platesqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving traysqty 12

Equipment

Audio mixer
Hall speakersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 12
Microphone cablesqty 12
Headphonesqty 2
Mixing console
Laptop
Spare batteriesqty 24

Lighting

LED stage lightsqty 8
Light standsqty 4
Extension cordsqty 10
Power stripsqty 8

Decorations

Tableclothsqty 12
Balloonsqty 100
Balloon ribbonqty 2
Flower arrangementsqty 8
Charity postersqty 12
Directional signsqty 12
Program bookletsqty 180
Name stickersqty 100

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Mixing bowlsqty 6
Storage binsqty 12
Serving tongsqty 8
Coffee spoonsqty 120

Catering

Donation boxesqty 6
Payment terminalsqty 2
Cash traysqty 2
Price listsqty 8
Menusqty 12
Drink dispensersqty 4
Water jugsqty 12
Serving plattersqty 16
Thermal food containersqty 4
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Bitter lemon - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 crates
- Beer - 4 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 6 bottles
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Mini cheese soufflés - 150 pieces
- Vegetarian spring rolls - 150 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Green olives - 4 jars
- Black olives - 4 jars
- Pickles - 3 jars
- Cheese cubes - 5 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Crackers - 12 packs
- Toast - 12 packs
- Butter - 2 kilos
- Grapes - 6 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Cherry tomatoes - 4 kilos
- Cucumbers - 8 pieces
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Celery - 2 heads
- Herb cream cheese - 2 kilos
- Garlic sauce - 3 bottles
- Cocktail sauce - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Satay sauce - 3 jars
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Diet cookies - 6 packs
- Gluten-free crackers - 6 packs
- Vegan snacks - 150 pieces
- Lactose-free cream cheese - 1 kilo
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Cooling packs - 30 pieces
- Ice cubes - 30 kilo

Cleaning

Waste binsqty 10
Mop setsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Toilet brushesqty 4
Hand soap dispensersqty 6

Tips

Confirm the sound setup against the artist requirements at least 7 days before the concert. Count microphones, stands, DI boxes, instrument cables, microphone cables, headphones, and stage monitors rather than assuming the venue has enough.
Prepare one front-of-house supply count based on registrations. For every expected guest, allow one reusable drinking glass and one plate; add 10% spare tableware, including forks, knives, spoons, coffee cups, and small plates.
Check seating and coat storage 3 to 5 days before the concert. Count chairs for the planned audience, then verify that tables, high tables, coat racks, and clothes hangers fit without blocking entrances or evacuation routes.
Keep donation and payment supplies together in one clearly marked box. Test the payment terminals 24 hours before doors open, and print the donation instructions before the volunteer reception team arrives.
Pack spare batteries, cables, and a laptop separately from the main equipment. Put LED stage lights, light stands, stage sections, lecterns, and performer chairs on the venue setup checklist so they are checked during the final walkthrough.

Frequently asked questions

What do I need to buy for a benefit concert?: Plan for sound equipment, stage lighting, seating, tables, coat storage, tableware, donation instructions, and payment terminals. Confirm the venue and performers’ requirements first, then buy or rent missing items at least 7 days before the event.
How many glasses and plates do I need for a benefit concert?: Use one reusable drinking glass and one plate per registered guest, then add 10% spare items. For 100 guests, prepare at least 110 glasses and 110 plates, plus enough forks, knives, spoons, coffee cups, and small plates for the planned catering.
When should I arrange sound equipment for a benefit concert?: Reserve the audio mixer, speakers, microphones, stands, cables, DI boxes, and stage monitors at least 7 days ahead. Confirm the final equipment list with every performing artist before the venue check.
What donation supplies are needed at a benefit concert?: Prepare clear donation instructions and payment terminals, with a separate table or reception point for them. Test the terminals 24 hours before doors open and assign at least one volunteer to monitor donations and answer questions.

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.