What you need for a benefit performance

A benefit performance needs more than chairs and a stage. Plan for the audience, performers, volunteers, catering and donation flow at the same time. This shopping list covers serving equipment, tableware, furniture and basic sound gear, including items that are easy to overlook until guests arrive. Match quantities to your confirmed guest count, then add a small buffer for breakages, spills and unexpected visitors.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Bar stoolsqty 4
Clothes racksqty 2
Coat racksqty 4

Tableware

Dinner platesqty 120
Pastry platesqty 120
Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Scissorsqty 4
Coolersqty 4
Food containersqty 12
Aluminum foilqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Flashlightsqty 4

Decorations

Tableclothsqty 12
Curtainsqty 4
Flower arrangementsqty 8
Balloonsqty 100
Decorative clothsqty 6
Directional signsqty 8
Donation boxesqty 3
Photo backdrop

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2.5 kilograms
- Tea selection - 200 bags
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilogram
- Spa Blauw - 12 bottles
- Spa Rood - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 kilograms
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- White bread - 8 loaves
- Mini sandwiches - 150 pieces
- Mini croissants - 100 pieces
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Dry Sausage - 1,5 kilogram
- Smoked chicken breast - 1.5 kilograms
- Raw vegetables - 4 kilograms
- Cucumber - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Mini quiches - 100 pieces
- Vegetarian snacks - 100 pieces
- Vegan snacks - 50 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 2 kilograms
- Olives - 2 kilograms
- Salted breadsticks - 6 bags
- Popcorn - 5 kilograms
- Butter - 1 kilogram
- Margarine - 1 kilogram
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Pesto - 4 jars
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Italian herbs - 2 jars
- Garlic powder - 1 jar
- Cupcakes - 120 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Whipped cream - 12 cans
- Chocolate - 3 kilograms
- Disposable napkins - 500 pieces
- Paper straws - 200 pieces
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Napkin holders - 12 pieces
- Coffee filters - 200 pieces
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 12 pairs

Tips

Count seating against confirmed registrations, then keep a few extra chairs available for late arrivals or guests who need a different seat. Plan separate tables or racks for coats so they do not end up on dining chairs.
For a drinks reception, allow two to three drinks per person during the first hour, then about one drink per person for each additional hour. Include enough water glasses alongside wine glasses, and keep coolers or thermos flasks ready before doors open.
If coffee is served, plan one coffee cup and teaspoon per expected serving, plus spare cups for refills. Set up at least one coffee machine or kettle before the audience arrives so serving does not compete with the performance.
Check the performers’ technical requirements at least 7 days before the event. Confirm the number of wireless microphones, microphone stands, speakers, mixer inputs and laptop connections instead of assuming the venue supplies them.
Prepare serving trays, serving spoons, cutting boards, knives, food containers and aluminum foil before catering arrives. This prevents a common delay: having food ready but no clean way to portion, cover or store it.

Frequently asked questions

What do I need to buy for a benefit performance?: Plan four groups of supplies: audience furniture, tableware, catering equipment and sound equipment. For a small performance, start by counting one seat, one drinking glass and one plate per registered guest, then add roughly 5–10% spare capacity.
How many glasses do I need for a benefit performance?: Allow at least 1.5 glasses per guest if glasses are washed during the event, or 2–3 per guest if they will not be collected and reused. Provide separate water and wine glasses when both are served, with 5–10% extra for breakage.
How much coffee should I prepare for a benefit performance?: Budget one coffee serving per guest for a short event and up to two servings for an evening lasting several hours. Prepare one cup and coffee spoon per serving, plus about 10% extra for refills and replacements.
When should I check the sound equipment for a benefit performance?: Confirm technical requirements with every performer at least 7 days before the event. Test the microphones, speakers, mixer and laptop connection at the venue no later than the day before, and repeat a short soundcheck before doors open.

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