What to buy for a benefit concert

A benefit concert needs more than instruments and microphones. You’ll need practical supplies for the stage, audience seating, refreshments, donations and a smooth check-in. Start with the expected audience size, then calculate food, drinks, cups and plates with a small buffer. Confirm each performer’s sound requirements before buying or hiring equipment, and collect anything with long lead times—such as stage sections, speakers and printed materials—at least two weeks before the event.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 160
Beer tablesqty 12
Buffet tablesqty 4
Cash desk table

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Pouring jugsqty 8

Decorations

Tableclothsqty 16
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Flower arrangementsqty 8
Candleless lanternsqty 12
Tapeqty 6
Cable tiesqty 100

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Power stripsqty 10
Extension cordsqty 8
Cable traysqty 12
Laptop
Ticket scannerqty 2
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Lighting

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

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Dustpan and brushqty 3

Catering

Cash register
Cash box
Payment terminal
Donation boxesqty 4
Cooler cratesqty 8
Groceries
- Coffee - 4 packs
- Tea selection - 6 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cookies - 8 packs
- Butter - 2 packs
- Baguettes - 12 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Ham - 3 kilograms
- Cheese - 4 kilogram
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Jam - 2 jars
- Egg - 60 pieces
- Herb cheese - 1 kilogram
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Melons - 4 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 4 jars
- Mixed nuts - 3 kilogram
- Rice crackers - 6 packs
- Mini cucumbers - 3 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Yogurt dressing - 2 bottles
- Pesto - 4 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Tonic - 12 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Red wine - 12 bottles
- White wine - 12 bottles
- Alcohol-free wine - 6 bottles
- Ice cubes - 20 kilograms
- Paper napkins - 500 pieces
- Paper snack trays - 300 pieces
- Wooden stirrers - 300 pieces
- Straws - 200 pieces
- Coffee filters - 2 boxes
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Plastic gloves - 2 boxes
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer gel - 4 bottles
- Toilet freshener - 4 pieces
- Bandage strips - 2 boxes
- Disposable gloves - 2 boxes

Tips

Plan refreshments for the full programme, not just the concert start. For the first hour, allow two to three drinks per person, then add one drink per person for each additional hour.
Buy or borrow 10% more reusable glasses, coffee cups, plates and cutlery than your expected attendance. Items disappear into kitchens, backstage areas and volunteer stations during a busy fundraiser.
Check every performer’s input list before confirming the mixer, speakers, microphones, stands, monitors and subwoofers. A missing microphone stand or stage monitor is difficult to replace on the day.
Prepare the ticket desk with a table, printed ticket list, wristbands and enough change in cash before doors open. Keep donation handling separate from ticket money so volunteers can reconcile both amounts afterwards.
Bring more fixing supplies than you expect to use: tape and cable ties are needed for cables, signs, tablecloths and decorations. Set up balloons, bunting and flower arrangements only after the stage and sound checks are finished.

Frequently asked questions

How many drinks should I buy for a benefit concert?: For the first hour, plan on two to three drinks per person, then one additional drink per person for every following hour. Add around 10% extra for volunteers, performers and unexpected demand.
How many plates, cups and cutlery items do I need?: Buy or borrow at least one complete set per expected guest, plus a 10% buffer. If food is served in more than one course, plan closer to 1.5 plates and sets of cutlery per person.
When should I arrange the sound equipment for a benefit concert?: Confirm each artist’s sound requirements at least two weeks before the concert and complete a final equipment check three to five days beforehand. Reserve backup microphones, cables and stands if the venue does not provide them.
What do I need at the benefit concert ticket desk?: Set up the cash desk table, printed ticket list, wristbands and change before doors open, ideally 60 minutes in advance. Keep a separate donation container or process for donations and record the totals after the event.

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