What you need for a big band concert

A big band concert needs more than chairs and microphones. The band setup usually includes music stands, monitor speakers, a mixer, amplifiers and enough cables to connect everything safely. You also need visitor seating, musician seating, coat racks and a practical refreshment setup with glasses and coffee cups. Use the quantities from your confirmed guest list, musician list and stage plan before buying or hiring anything.

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What to bring

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

Furniture

Visitor chairsqty 170
Musician chairsqty 22
Tablesqty 12
Beer tablesqty 4
Foldable tablesqty 6
Coat racksqty 2
Changing room chairsqty 12
Waste binsqty 8

Equipment

Mixer
Microphonesqty 8
Microphone standsqty 8
Speakersqty 2
Monitor speakersqty 2
Amplifiersqty 2
DI boxesqty 4
Music standsqty 24
Lectern lightingqty 12
Audio cablesqty 16
Power cablesqty 12
Power stripsqty 8
Cable traysqty 10
Extension cordsqty 8
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Lighting standqty 2
Atmosphere lightsqty 8
Light filtersqty 6

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 40
Coffee spoonsqty 40
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 18
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 2
Serving platters for artistsqty 6

Decorations

Stage drapesqty 4
Tableclothsqty 12
Concert postersqty 10
Directional signsqty 12
Name badgesqty 30
Program standsqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand broomsqty 3

Other

Cloakroom numbersqty 180
Program leafletsqty 180
Pensqty 20
Clipboard foldersqty 6
Cash traysqty 2
Cash register
Cash walletsqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 18 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Iced tea - 12 bottles
- Ginger beer - 6 bottles
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Beer glasses - 100 pieces
- Corkscrews - 3 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted nuts - 5 bags
- Olives - 6 jars
- Assorted snacks - 10 trays
- Cheese cubes - 4 kilograms
- Grapes - 4 kilograms
- Apples - 30 pieces
- Mini cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Baguettes - 12 pieces
- Crackers - 10 packs
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Herb butter - 6 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Vegetarian wraps - 40 pieces
- Chicken wraps - 60 pieces
- Pasta salad - 8 kilograms
- Green salad - 6 kilograms
- Quiche slices - 80 pieces
- Vegetarian quiche slices - 40 pieces
- Sandwiches - 80 pieces
- Chicken breast slices - 2 kilograms
- Mild matured cheese - 3 kilogram
- Vegetarian spread - 12 tubs
- Butter - 1 kilogram
- Yogurt - 4 kilogram
- Muesli - 2 kilograms
- Bananas - 30 pieces
- Cookies - 8 packs
- Brownies - 80 pieces
- Chocolate - 3 kilograms
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Cocktail sticks - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 60 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Floor cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Paper towels - 12 packs
- Bandages - 2 boxes
- Coffee filters - 2 packs
- Ice cubes - 20 kilograms

Tips

Plan seating from the confirmed capacity first: provide one visitor chair per registered guest, plus separate chairs for every musician who will sit during the performance. Keep a few spare chairs available for late changes.
Do not wait until concert day to check the technical list. Confirm the number and type of microphones, microphone stands, DI boxes, monitors and speakers with the band, then match the mixer and amplifier setup to those requirements.
Count cables by route, not just by device. Allow one suitable audio or power cable for each connection, add extension cords and power strips where the venue sockets are too far away, and keep spare batteries on hand.
Protect walkways before the equipment arrives. Cable trays or secured cable covers should be long enough for every audience crossing, while lighting stands and stage spotlights need stable positions outside visitor routes.
Order tableware from the expected attendance and service plan: drinking glasses for the audience area, wine glasses if wine is served, and enough coffee cups for one full serving round plus a small reserve.

Frequently asked questions

How many chairs do I need for a big band concert?: Start with one visitor chair for every confirmed guest, then add one chair for each seated musician. Keep at least 5% extra visitor chairs available if the venue and storage space allow it, especially while registrations are still open.
What sound equipment is needed for a big band concert?: The final list depends on the band’s technical requirements, but a typical setup may include microphones, stands, a mixer, speakers, monitor speakers, amplifiers, DI boxes and music stands. Confirm the specification at least 2 weeks before the concert so missing equipment can still be hired.
How many microphones does a big band need?: There is no reliable single number: it depends on the repertoire, band size and whether vocals are included. Ask for the band’s input list and stage plan at least 2 weeks in advance, then provide one microphone and stand for each listed microphone position.
What should I buy for drinks at a big band concert?: For the audience, count one drinking glass per expected user for each service round, with about 10% extra for breakage and late arrivals. Add wine glasses only if wine is on the programme, and coffee cups for the number of planned coffee servings.

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