What to buy for a carnival concert

A carnival concert needs more than drinks and decorations. Plan supplies for the bar, buffet, performers, audience, payment point and technical setup, including glasses, serving trays, batteries and cable extensions. Match quantities to your registration numbers, then add a small reserve for breakages and unexpected guests. The shopping list on this page covers the practical items that are easy to overlook when the music and costumes get most of the attention.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 3
Clothes racksqty 2
Bollardsqty 6

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Audio cablesqty 12
Cable reelsqty 4
Extension cordsqty 8
Laptop for music
Cash register tablet
Payment terminalqty 2

Lighting

LED light barsqty 6
Spotsqty 4
Mood lightingqty 8
Batteriesqty 24

Tableware

Drinking glassesqty 120
Wine glassesqty 40
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Icebreakersqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8
Serving tongsqty 8
Thermos flasksqty 4

Decorations

Carnival flagsqty 20
Buntingqty 20
Balloonsqty 200
Balloon weightsqty 8
Confetti-free table decorqty 12
Tableclothsqty 12
Photo backdrop
Party hatsqty 120
Plastic masksqty 100
Tapeqty 6
Cable tiesqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Consumption tokensqty 1000
Name stickersqty 120
Wristbandsqty 120
Menusqty 12
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 120 bags
- Sugar - 1 kilo
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Blackcurrant - 6 bottles
- Ginger ale - 4 bottles
- Tonic - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 12 crates
- White beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé - 4 bottles
- Sparkling wine - 4 bottles
- Bitter lemon - 3 bottles
- Lemons - 2 kilos
- Limes - 2 kilos
- Mint - 6 bunches
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mixed nuts - 5 kilo
- Olives - 3 jars
- Pickles - 3 jars
- Cheese cubes - 5 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Carrots - 3 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 3 kilos
- Hummus - 8 tubs
- Cream cheese - 2 kilo
- Baguettes - 12 pieces
- Sausage rolls - 100 pieces
- Wraps - 80 pieces
- Herb butter - 2 kilo
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spread - 2 kilos
- Lettuce - 8 heads
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 3 bottles
- Honey mustard sauce - 2 bottles
- Mini frikandells - 250 pieces
- Mini cheese soufflés - 200 pieces
- Vegetarian mini snacks - 150 pieces
- Satay sauce - 3 liter
- Herbs - 1 set
- Salt - 1 kilo
- Pepper - 250 gram
- Oil - 3 liters
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Dishwashing liquid - 3 bottles
- Sponges - 12 pieces
- Paper towels - 12 packs

Tips

Plan drinks for the first hour separately: allow two to three drinks per person, then use your registration count to estimate the rest of the programme. Chill the first batch before doors open and keep spare stock accessible.
Count tableware against your busiest serving moment, not the average attendance. Have enough drinking glasses, wine glasses, coffee cups, plates and cutlery for one full service, plus roughly 10% extra for breakages and delayed returns.
Do not leave the technical consumables until shopping day. Check batteries, audio cables, extension cords and cable reels against the sound and power plan at least 3 days before the concert.
Set aside supplies for the payment point before the event opens. Test the cash register tablet and payment terminal, and count consumption tokens and wristbands at least 1 day in advance.
Prepare the buffet and bar separately so performers and volunteers are not searching for equipment during setup. Reserve serving trays, pouring jugs and table space at least 2 hours before the first guests arrive.

Frequently asked questions

How many drinks should I buy for a carnival concert?: For the first hour, plan on two to three drinks per person. Add the expected consumption for each remaining hour and keep about 10% extra if attendance is uncertain or guests cannot easily buy more.
How much tableware do I need for a carnival concert?: Start with one complete set of glasses, cups, plates and cutlery for every registered guest expected at the busiest service. Add around 10% extra, or more if there is no washing-up point during the concert.
When should I buy and chill drinks for the concert?: Buy non-perishable drinks and supplies at least 3 days before the event. Chill the first serving batch the day before, then refill the cold stock during setup so drinks are ready when doors open.
What technical items should I check before a carnival concert?: Check the mixer, speakers, subwoofers, stage monitors, microphones, DI boxes and cables against the performers’ requirements at least 3 days beforehand. Test the power plan, extension cords and cable reels during setup, not after the audience arrives.

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