What you need for a carillon concert

A carillon concert needs more than chairs and printed programs. Plan for audience seating, a registration point, refreshments, clear directions and reliable sound around the tower. Coffee service often takes more equipment than expected, while extension cords, lighting and weather protection are easy to arrange too late. Use the quantities below as a planning guide, then adjust them to your guest count, venue access and concert length.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Party tentsqty 2
Parasolsqty 4

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

Compact sound system
Wireless microphonesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 4

Lighting

LED lampsqty 8
Light Stripsqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program boardsqty 6
Directional signsqty 10
Program leafletsqty 120

Catering

Drink dispensersqty 3
Thermos flasksqty 6
Serving tongsqty 6
Groceries
- Coffee - 2 packs
- Tea bags - 100 pieces
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Lemons - 12 pieces
- Ice cubes - 8 bags
- Mini rolls - 150 pieces
- Cheese slices - 3 packs
- Ham slices - 3 packs
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Butter - 2 tubs
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Syrup waffles - 8 packs
- Biscuit mix - 6 packs
- Nut mix - 4 bags
- Grapes - 4 kilos
- Apples - 60 pieces
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Trash bags - 3 rolls
- Toilet paper - 24 rolls

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Mixing bowlsqty 4
Measuring cupsqty 2

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Cleaning clothsqty 12

Tips

Plan one chair per expected attendee, plus 5–10% extra for late arrivals and guests who need a different seat. Reserve tables for registration, refreshments and programs rather than trying to combine every function on one surface.
For the first hour, allow two to three drinks per person, then add one drink per person for each additional hour. Chill drinks in coolers before guests arrive and keep separate supplies for coffee and cold drinks.
Prepare one coffee cup, plate and cutlery set per expected guest, with 10% extra. For a small audience, two coffee machines or kettles can prevent a queue when coffee is served at the same time.
Check the distance between the tower, audience and power source at least one week before the concert. Bring enough extension cords and power strips for the compact sound system, microphones, coffee equipment and lighting, without creating walkways that guests can trip over.
Print programs and directional signs before shopping day, then pack them by location: entrance, registration desk, seating area and refreshments. Keep a few blank signs and markers available for last-minute changes caused by weather or access restrictions.

Frequently asked questions

How many chairs do I need for a carillon concert?: Start with one chair per registered or expected guest and add 5–10% extra. For 80 guests, prepare 84–88 chairs so late arrivals and seating changes do not create a shortage.
How much coffee and how many cups should I buy for a carillon concert?: Allow one cup of coffee per guest for a short concert and up to two per guest when refreshments last longer than an hour. Buy one coffee cup per guest plus 10% extra; for 80 people, that means about 88 cups.
How many drinks should I provide per guest?: Plan two to three drinks per person for the first hour, then one additional drink per person for every extra hour. For 60 guests at a two-hour event, prepare roughly 180–240 drinks, depending on the weather and menu.
When should I check equipment and weather protection?: Confirm tower access, power, sound equipment, tents and parasols at least one week ahead. Check the weather forecast 48 hours before the concert and make the final setup decision on the day itself.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.