What you need for a benefit performance

A benefit performance needs more than a stage and performers. You will need serving equipment for the reception or buffet, drinks and tableware for guests, and reliable sound and lighting for the programme. Check technical requirements with every performer before buying or collecting equipment. Reserve time for shopping, equipment pickup and venue setup, because missing extension cords, microphones or serving spoons can delay the opening.

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What to bring

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

Furniture

Reception tablesqty 2
Buffet tablesqty 6
Foldable tablesqty 4
Chairsqty 110
Coat racksqty 3
Stoolsqty 8
Artist table
Performer chairsqty 8

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 80
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 80
Forksqty 120
Knivesqty 120
Serving spoonsqty 12
Serving traysqty 12

Equipment

Sound system
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Laptop
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Slide projector

Lighting

Stage spotlightsqty 4
Atmosphere lightsqty 10
Light standsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Hot traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Scissorsqty 3
Measuring cupsqty 2
Thermos flasksqty 6

Decorations

Tableclothsqty 12
Runwaysqty 6
Flower arrangementsqty 8
Balloonsqty 100
Balloon weightsqty 8
Buntingqty 10
Directional signsqty 8
Program boardsqty 4
Photo backdrop
Table numbersqty 12

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Waste binsqty 8
Cleaning glovesqty 6

Safety

First aid kit
Flashlightsqty 3
Non-slip matsqty 6

Catering

Groceries
- Coffee - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free white wine - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Ice cubes - 12 kilo
- Baguettes - 20 pieces
- Multigrain bread - 8 loaves
- Butter - 1 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 1 kilo
- Back ham - 2 kilos
- Smoked chicken breast - 2 kilo
- Hummus - 2 kilos
- Egg salad - 1 kilo
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 3 kilo
- Student mix - 2 kilo
- Mini spring rolls - 300 pieces
- Mini quiches - 250 pieces
- Vegetable skewers - 200 pieces
- Bitterballen - 300 pieces
- Vegetarian bitterballen - 150 pieces
- Garlic sauce - 2 liters
- Sweet chili sauce - 2 liters
- Mustard - 1 liter
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Pepper - 250 gram
- Salt - 500 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Herb butter - 1 kilo
- Cookies - 8 packs
- Brownies - 120 pieces
- Whipped cream - 12 cans
- Coffee milk - 6 packs
- Paper napkins - 600 pieces
- Cocktail picks - 500 pieces
- Straws - 300 pieces
- Baking paper - 3 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Disposable baking film - 4 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs
- Clothespins - 2 packs
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Cash change - 300 euro

Tips

Plan drinks by guest count: allow two to three drinks per person for the first hour, then about one drink per person per hour. Buy or collect them at least one day before the performance.
Match tableware to the food you are serving. Count one dinner or dessert plate, cup or glass, fork and knife per guest, then add roughly 10% extra for breakages and late arrivals.
Confirm the sound setup with performers at least one week ahead. Check the number of microphones, stands, speakers, mixer inputs, extension cords and power strips before collecting anything.
Do not leave artist hospitality until doors open. Set aside an artist table, performer chairs, water glasses and serving equipment at least 60 minutes before the first performance.
Test lighting and presentation equipment during setup, not during the programme. Allow at least 90 minutes to check stage spotlights, atmosphere lights, the laptop and slide projector, with gaffer tape ready for cable runs.

Frequently asked questions

What should I buy for a benefit performance?: Plan for drinks, food service and tableware, plus the technical equipment required by the performers. For every guest, count one place setting and add about 10% extra; confirm the sound and lighting list at least one week before the event.
How many drinks do I need for a benefit performance?: For the first hour, plan on two to three drinks per person. After that, allow about one drink per person per hour, and add water for the full audience and performers.
When should I check the technical equipment?: Confirm technical requirements with each performer at least seven days before the performance. Test the sound system, mixer, microphones, speakers, cables and lighting at least 90 minutes before doors open.
How much tableware is needed for the reception?: Start with one plate, cup or glass, fork and knife per expected guest, then add roughly 10% spare. Count serving spoons and trays separately so food service does not depend on guest place settings.

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