Castle concert shopping list

A castle concert needs more than instruments and chairs. You will need tableware for catering, glasses and carafes for drinks, coffee service, guest materials, and a complete sound setup that suits the concert hall. This list helps you check what must be bought, rented or brought in before the event. Plan quantities from the confirmed guest list, then add a small reserve for breakage, late registrations and last-minute technical replacements.

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What to bring

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

Furniture

Chairsqty 110
Foldable tablesqty 12
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 2
Stage sectionsqty 8
Stools for musiciansqty 8

Tableware

Wine glassesqty 120
Water glassesqty 120
Coffee cupsqty 110
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Carafesqty 16
Coffee potsqty 6

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
Instrument cablesqty 12
Microphone cablesqty 12
Laptop
Music standsqty 8
Cable reelsqty 4
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12

Lighting

Stage spotlightsqty 6
Atmosphere lightsqty 12
LED light stringsqty 6
Spare batteriesqty 24

Decorations

Table runnersqty 12
Flower arrangementsqty 8
Candle holdersqty 24
LED candlesqty 24
Menu standsqty 8
Name badgesqty 30
Directional signsqty 12
Program standsqty 4

Kitchen

Coolersqty 4
Food warmersqty 6
Induction platesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Serving traysqty 10
Storage binsqty 12
Kitchen tongsqty 8
Bottle openersqty 4
Corkscrewsqty 4

Catering

Thermos flasksqty 8
Drink dispensersqty 4
Ice containersqty 4
Waste binsqty 8
Tablecloths for dietary mealsqty 12
Groceries
- Baguettes - 12 pieces
- Whole wheat loaves - 6 loaves
- Mini bake-off rolls - 120 pieces
- Butter - 1.5 kilos
- Herb butter - 12 tubs
- Cream cheese - 12 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Hummus - 12 tubs
- Vegan vegetable spread - 8 tubs
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Celery - 1 kilo
- Mixed salad - 4 kilo
- Arugula - 1 kilo
- Red onions - 1 kilo
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Grapes - 4 kilos
- Apples - 50 pieces
- Pears - 30 pieces
- Melons - 4 pieces
- Lemons - 20 pieces
- Basmati or pandan rice - 6 kilos
- Pasta - 5 kilos
- Potatoes - 10 kilos
- Chicken breast - 8 kilos
- Chickpeas - 20 cans
- Coconut milk - 12 cans
- Vegetable stock - 2 packs
- Diced tomatoes - 16 cans
- Passata - 6 bottles
- Mushrooms - 3 kilo
- Zucchini - 10 pieces
- Onions - 3 kilos
- Garlic - 8 bulbs
- Cooking cream - 6 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 bottles
- Apple cider vinegar - 2 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Pesto - 8 jars
- Soy sauce - 2 bottles
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Italian herbs - 1 jar
- Dried oregano - 1 jar
- Black pepper - 1 jar
- Table salt - 1 kilo
- Sugar - 2 kilos
- Vanilla sugar - 4 sachets
- Brownies - 120 pieces
- Mini fruit pastries - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilo
- Snack mix - 3 kilos
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Honey - 2 jars
- Milk - 12 liters
- Oat milk - 8 liters
- Spa Blauw - 120 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Ginger ale - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 24 bottles
- Red wine - 18 bottles
- Rosé - 12 bottles
- Ice cubes - 30 kilo
- Paper napkins - 500 pieces
- Cocktail picks - 200 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Kitchen gloves - 2 boxes

Cleaning

Cleaning bucketsqty 4
Mopsqty 6
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 6

Tips

Count chairs, dinner plates, dessert plates and cutlery sets from the final visitor list, then add roughly 5% spare capacity so a damaged item or late guest does not disrupt seating.
For a seated meal, provide one dinner plate, one dessert plate and one cutlery set per guest. Order extra serving spoons and carafes separately; they are often missed because they are not assigned to individual guests.
Separate concert audio from room equipment: speakers, subwoofers, mixer, microphones, monitor speakers and DI boxes should be checked against the musicians’ technical requirements at least one week before the concert.
Measure the distance between the stage, mixer and power points before ordering cable reels, extension cords and power strips. Keep power and audio cables separate where possible, and bring spare microphone and instrument cables.
Prepare name badges, printed programmes, menus and signs before the reception team arrives. Print at least the confirmed guest count plus 10% spare copies, especially when registrations are still being processed.

Frequently asked questions

How many chairs do I need for a castle concert?: Use one chair for every seated guest on the final visitor list. Add 5% spare chairs, or at least five extra for a group of 100, to cover damaged seating and late changes.
How many glasses and plates should I buy for a castle concert?: For a seated catering service, plan one dinner plate, one dessert plate, one water glass and one wine glass per guest. Add 5–10% extra tableware for breakage, replacements and guests who use a clean glass during the reception.
What sound equipment is needed for a castle concert?: The basic setup includes speakers, subwoofers, a mixer, microphones, microphone stands, DI boxes, monitor speakers, instrument cables and microphone cables. Confirm the exact number and type with the musicians at least seven days before the concert.
When should I arrange equipment for a castle concert?: Reserve the technical supplies at least two to four weeks before the concert, and verify the final equipment list one week ahead. Check cable lengths, power points and the stage layout during the final venue inspection.

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