What to buy for a boat concert

A boat concert needs more than drinks and a few snacks. Your shopping list must cover a buffet and bar setup, seating, tableware, lighting, decorations and the equipment needed for live sound. Plan quantities from the confirmed guest list, then add a small margin for breakage and last-minute attendees. Pack power and cable items separately so the technical crew can check them before guests board.

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What to bring

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

Furniture

Folding chairsqty 80
Foldable tablesqty 8
Bar stoolsqty 8
Tableclothsqty 8

Tableware

Glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving tongsqty 8
Carafesqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Instrument microphonesqty 3
DI boxesqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Battery lampsqty 8

Lighting

String lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 6
Balloonsqty 100
Balloon ribbonqty 2
Welcome sign
Table decorationsqty 8

Catering

Coolersqty 6
Ice cubesqty 20
Thermos flasksqty 6
Drink dispensersqty 4
Bottle openersqty 4
Ice packsqty 24
Groceries
- Mini bread rolls - 120 pieces
- Wholemeal bread - 6 loaves
- Wraps - 40 pieces
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Smoked salmon - 1.5 kilos
- Falafel - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 2 kilos
- Arugula - 1 kilo
- Red onions - 1 kilo
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 3 kilos
- Rice crackers - 6 packs
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger ale - 6 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Tonic - 4 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Coffee - 4 packs
- Tea - 3 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Lemons - 3 kilos
- Stir sticks - 200 pieces
- Napkins - 300 pieces
- Paper straws - 150 pieces
- Frozen ice - 20 kilos
- Trash bags - 50 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 4 bottles
- Hand gel - 4 bottles

Kitchen

Cutting boardsqty 4
Chef boxesqty 6
Serving spoonsqty 8
Kitchen knivesqty 4
Aluminum foilqty 2
Cling filmqty 2

Safety

First aid kit
Flashlightsqty 4
High-visibility vestsqty 6
Non-slip matsqty 8

Registration

Name stickersqty 100
Pensqty 12
Clipboardsqty 4

Cleaning

Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Broom and dustpanqty 2
Mopsqty 2

Tips

Count one plate, cutlery set and drinking glass per guest, then add 10% extra. Wine glasses and coffee cups need their own count because guests may use both during the same trip.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks before boarding and keep carafes available for water or other non-alcoholic options.
For live sound, do not leave cables and power items until the last minute. Pack the mixer, active speakers, microphones, DI boxes, audio cables, extension cords, power strips and cable mats together for a single equipment check.
Bring battery lamps and spare batteries even if the boat has built-in lighting. A performance setup can leave walkways and the buffet area darker than expected, especially after sunset.
Use decorations that can be secured: bunting, balloons, balloon ribbon, a welcome sign and table decorations. Pack fixing materials with them and keep loose items away from railings, doors and safety equipment.

Frequently asked questions

What tableware do I need for a boat concert?: Plan one plate, cutlery set, drinking glass and napkin per guest, plus 10% extra. Add separate quantities for wine glasses and coffee cups, along with serving platters, serving tongs and carafes for the buffet.
How many drinks should I buy for a boat concert?: Allow two to three drinks per person for the first hour and one drink per person for every hour after that. Add at least 10% extra for crew, delays and breakage, and include non-alcoholic drinks and water.
What sound equipment is needed for a boat concert?: The plan includes active speakers, a mixer, wireless and instrument microphones, microphone stands, DI boxes and audio cables. Also pack extension cords, power strips and cable mats, and check the boat’s available power before the event.
When should I buy and chill drinks for a boat concert?: Do the main shopping at least one day before the concert so drinks can be chilled overnight and missing items can still be replaced. Recheck quantities against the final guest list on the day itself.

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