Children’s concert shopping list

A children’s concert needs more than instruments and chairs. You will need suitable seating and tables, serving supplies for children and adults, and reliable sound equipment for performers and presenters. Plan separate equipment for the stage, backstage area and audience refreshments. Use this list alongside your registrations, dietary requirements and technical checks so you are not buying essentials at the last minute.

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What to bring

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

Furniture

Chairsqty 120
Children’s tablesqty 6
Adult tablesqty 8
Foldable tablesqty 4
Stage sectionsqty 6
Lecternsqty 3
Dressing room racksqty 2
Waste binsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 60
Tea glassesqty 40
Dinner platesqty 150
Dessert platesqty 150
Children's cutleryqty 100
Adult cutleryqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Sound system
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Monitor speaker
DI boxesqty 3
Music standsqty 5
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 10
Gaffer tapeqty 4
Laptop
Spare batteriesqty 12
Stage monitor

Decorations

Balloonsqty 100
Balloon pumpqty 2
Paper garlandsqty 12
Arrival signqty 2
Directional signsqty 8
Tableclothsqty 14
Allergen cardsqty 20
Name badgesqty 30
Program leafletsqty 130
Colored pencilsqty 40
Drawing sheetsqty 120

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 16
Food containersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Trash bag holdersqty 8

Lighting

LED work lightsqty 4
Mood lightingqty 4
Night lightingqty 4

Catering

Groceries
- Still mineral water - 120 bottles
- Sparkling mineral water - 40 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Multivitamin drink - 10 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Blackcurrant syrup - 3 bottles
- Lemonade syrup - 3 bottles
- Coffee beans - 2 kilos
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 8 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 1 box
- Lemons - 12 pieces
- Stir sticks - 200 pieces
- Tea bag holders - 4 boxes
- Croissants - 100 pieces
- Mini sausage rolls - 120 pieces
- Vegetarian mini sausage rolls - 40 pieces
- Gluten-free sandwiches - 12 pieces
- Mini raisin buns - 80 pieces
- Whole grain bread - 6 loaves
- White rolls - 80 pieces
- Wholemeal rolls - 60 pieces
- Gluten-free rolls - 12 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Cream cheese - 1 kilo
- Hummus - 1.5 kilos
- Turkey breast - 1,5 kilo
- Halal chicken breast - 1.5 kilo
- Strawberry jam - 3 jars
- Apple syrup - 2 jars
- Chocolate sprinkles - 2 packs
- Butter - 1 kilo
- Margarine - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 jar
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Snacks - 6 bags
- Popcorn - 8 bags
- Mini rice cakes - 8 packs
- Corn waffles - 6 packs
- Raisins - 100 boxes
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 100 pieces
- Grapes - 8 kilos
- Cucumbers - 10 pieces
- Cherry tomatoes - 6 kilos
- Carrots - 5 kilos
- Bell peppers - 20 pieces
- Herb cream cheese - 1 kilo
- Yogurt dressing - 2 bottles
- Muesli bars - 100 pieces
- Gluten-free cookies - 8 packs
- Lactose-free cookies - 8 packs
- Wholegrain biscuits - 10 packs
- Mini muffins - 120 pieces
- Applesauce pouches - 80 pieces
- Unsweetened raisins - 80 boxes
- Ice cubes - 10 kilos
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 boxes
- Trash bags - 100 pieces
- Organic Waste Bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Scouring sponges - 8 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Plan seating around the registered number of children, then add enough adult seating for parents and carers. Keep children’s tables separate from adult tables if refreshments are served.
Allow at least one reusable drinking cup per child, plus a small spare supply for replacements. Match children’s cutlery to the food being served rather than relying only on adult-sized pieces.
Confirm the sound system, mixer, microphones and speakers with the musicians before shopping or hiring. Ask for technical requirements at least 1–2 weeks before the concert.
Measure the stage and performance area before arranging stage sections, lecterns, music stands and microphone stands. Check that extension cords, power strips and cable trays reach every powered item without crossing walkways.
Prepare the practical extras before the event day: name badges, programme leaflets, waste bins and gaffer tape are easy to overlook. Print the run sheet and check the final shopping list 2–3 days before the concert.

Frequently asked questions

What do I need to buy for a children’s concert?: Plan for seating, children’s and adult tables, serving items, reusable cups, waste bins and the full sound setup. You may also need stage sections, music stands, microphones, cables and printed materials.
How many cups and plates do I need for a children’s concert?: Start with one drinking cup, one dinner plate and one set of cutlery per registered child or guest, then add 10% spare capacity. Include separate coffee cups, tea glasses and adult cutlery if refreshments are served to adults.
When should I arrange sound equipment for a children’s concert?: Confirm the musicians’ technical requirements at least 1–2 weeks beforehand. Check the mixer, microphones, speakers, monitor speaker, DI boxes, stands and cables several days before the concert.
What should I check the day before a children’s concert?: Check the final guest numbers, dietary requirements, shopping list and equipment delivery at least 24 hours before the event. Also confirm that printed programmes, name badges, power supplies, cable trays and gaffer tape are ready.

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