Carnival concert shopping list

A carnival concert needs more than costumes and instruments. Plan drinks, serving items, seating, stage equipment, lighting, and cable protection before shopping day. Count reusable glasses, plates, cutlery, wristbands, and vouchers against your guest registrations, then add a small buffer for breakage and late arrivals. Keep dietary meals packed separately and chill drinks before the venue opens. Use the item list below as your purchasing checklist, and confirm technical deliveries before the first act is due on stage.

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What to bring

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

Furniture

Stage elementsqty 6
Stage steps
Beer tablesqty 8
Chairsqty 80
Bar stoolsqty 6
Bar matsqty 3
Coat racksqty 2
Clothes hangersqty 100

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage cajonsqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable matsqty 12
Cable tiesqty 100

Lighting

LED stage lightsqty 6
Light standsqty 2
Atmosphere lightsqty 12
Emergency lightingqty 4

Decorations

Carnival flagsqty 30
Balloonsqty 200
Balloon pumpsqty 2
Serpentinesqty 30
Confetti-free table decorationsqty 12
Stage backdrop
Directional signsqty 12

Kitchen

Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Ice cube traysqty 4
Serving tongsqty 8
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 3

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4
Sanitizer pumpsqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Cola - 30 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 240 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Stirrers - 300 pieces
- Lemons - 2 kilos
- Ice cubes - 30 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Bolognes chips - 6 bags
- Salted peanuts - 4 bags
- Cocktail nuts - 4 bags
- Pretzels - 6 bags
- Cheese cubes - 4 kilo
- Liver sausage - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Cucumber - 3 kilos
- Carrots - 3 kilos
- Hummus - 12 tubs
- Mini sausages - 8 packs
- Vegetarian snacks - 8 packs
- Bitterballen - 12 boxes
- Mustard - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Satay sauce - 3 jars
- Baguettes - 12 pieces
- Herb butter - 12 tubs
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Diet labels - 100 pieces

Tips

Count one reusable drinking glass per expected guest plus 10% extra; add wine glasses and coffee cups according to the drinks you will actually serve.
Buy or reserve plates, cutlery sets, and serving trays for the full meal count, then keep a separate set available for dietary meals so they are not mixed up during service.
Plan seating and standing areas together: count one chair per seated guest, then add beer tables, bar stools, coat racks, and clothes hangers for people arriving in costumes or bulky carnival clothing.
Check every technical item before shopping or delivery: speakers, subwoofers, wireless microphones, microphone stands, DI boxes, cables, extension cords, and power strips must match the sound plan.
Protect every cable crossing a guest route with cable mats and secure loose runs with cable ties; arrange LED stage lights, light stands, atmosphere lights, and emergency lighting before the venue opens.

Frequently asked questions

How many drinking glasses do I need for a carnival concert?: Start with one reusable drinking glass per guest and add 10% extra for loss, breakage, and quick turnover. For 200 guests, that means 220 glasses. Count wine glasses and coffee cups separately if both will be served.
What tableware should I buy for a carnival concert?: For a meal, plan one plate and one cutlery set per guest, plus 10% spare. For 200 guests, prepare at least 220 plates and 220 cutlery sets, along with serving trays and separate tableware for dietary meals.
When should I buy and chill drinks for a carnival concert?: Complete the main shopping at least 2 to 3 days before the concert, leaving the final day for shortages and dietary items. Chill drinks several hours before doors open; large quantities may need overnight cooling.
How much spare stage and lighting equipment should I plan?: Confirm the full equipment list and delivery at least 7 days before the concert. Keep at least 10% spare audio cables, extension cords, and cable ties, and test microphones, speakers, lights, and emergency lighting before the venue opens.

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