What to buy for a children’s concert

A children’s concert needs more than instruments and chairs. Plan supplies for registration, children’s seating, refreshments, performers and a quick clean-up between opening the venue and the final departure. This shopping list covers reusable cups, plates and cutlery, serving equipment, coolers, thermos flasks and the small items that keep the concert running smoothly. Check quantities against your registration total, then shop at least one day before the event so drinks can be chilled and missing items replaced.

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What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 8
Registration desk
Catering tablesqty 3
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Speaker cablesqty 4
Microphone cablesqty 6
Power stripsqty 6
Extension cordsqty 6
Music standsqty 8
Keyboard
Keyboard stand
Guitar amplifier
Stage sectionsqty 4
Gaffer tapeqty 4

Tableware

Reusable drinking cupsqty 120
Reusable platesqty 100
Reusable forksqty 100
Reusable knivesqty 50
Serving spoonsqty 6
Thermos flasksqty 4
Water jugsqty 6

Kitchen

Coolersqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Measuring cupsqty 2
Ice packsqty 12

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Stage backdrop
Tableclothsqty 12
Directional signsqty 8

Lighting

LED spotlightsqty 4
String lightsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Other

First aid kit
Walkie-talkiesqty 4
Clipboardsqty 4
Ballpoint pensqty 20
Name badge holdersqty 20
Program leafletsqty 110
Wristbandsqty 100
Cash register or cash box

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Lemonade syrup - 3 bottles
- Coffee - 2 packs
- Tea - 3 boxes
- Decaf coffee - 1 pack
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Sweetener - 1 box
- Lemons - 8 pieces
- Ice cubes - 8 kilograms
- Apples - 80 pieces
- Bananas - 50 pieces
- Grapes - 6 kilograms
- Cucumbers - 8 pieces
- Carrots - 5 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 5 kilograms
- Rice cakes - 6 packs
- Mini currant buns - 100 pieces
- Mini cheese rolls - 100 pieces
- Vegetarian mini sandwiches - 80 pieces
- Gluten-free crackers - 3 packs
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Butter - 500 grams
- Cream cheese - 1 kilogram
- Hummus - 6 tubs
- Jam - 3 jars
- Peanut butter - 2 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Napkins - 500 pieces
- Paper straws - 150 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces

Tips

Plan two drinks per child for a concert lasting up to two hours, plus one extra drink for every four children. Chill them in coolers before doors open and keep a separate supply for performers and volunteers.
Allow one reusable cup, plate and fork per child, then add 10% extra. For 50 children, that means 55 of each; extra tableware prevents queues when items are dropped or left in the wrong place.
Prepare the serving area before opening: place water jugs and thermos flasks on catering tables, and keep serving spoons and trays together. Do not leave cutting boards or other preparation items packed away where volunteers cannot find them.
Buy or collect name badges and marker pens at least two days beforehand, especially if registrations are still changing. Keep 10% blank badges available for late registrations, siblings or replacement badges.
Check cables, power strips, extension cords and gaffer tape before the performers arrive. Pack one clearly labelled backup cable and tape roll with the music equipment instead of discovering a missing connection during the sound check.

Frequently asked questions

How much food and drink do I need for a children’s concert?: For a concert of up to two hours, plan two drinks per child and add 25% for performers, chaperones and volunteers. For 50 children, prepare about 125 drinks in total, with water available throughout.
How many cups, plates and forks do I need for 50 children?: Start with 50 of each reusable item and add 10%, so prepare 55 cups, 55 plates and 55 forks. Add extra knives only if the planned food requires them.
When should I do the shopping for a children’s concert?: Buy non-perishable supplies two to three days before the concert. Buy chilled drinks and fresh items the day before, then chill the drinks before the venue opens.
What should I bring for serving refreshments?: Bring at least two water jugs, two serving trays, two serving spoons, enough reusable tableware for every registered child plus 10%, and one cooler for each 25–30 drinks. Keep a separate table for serving so registration does not become crowded.

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