What to Buy for a Children’s Concert

A children’s concert needs more than instruments and refreshments. You’ll need child-sized serving items, a clear registration point, safe cable management, and enough seating for children and adults. Buy or collect disposable essentials early, especially wristband and name-badge materials, reusable cups and plates, and drinks that need chilling. This list also covers the practical equipment around the stage, buffet, changing area and audience space so you can check what is missing before the venue opens.

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What to bring

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

Furniture

Chairsqty 120
Children’s tablesqty 6
Buffet tablesqty 4
Registration desk
Coat racksqty 3
Changing room table
Stage sectionsqty 6
Children's benchesqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Music player
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cable tiesqty 100
Laptop
Power splitterqty 2

Lighting

Stage lightsqty 4
Mood lightingqty 4
Light standsqty 2

Tableware

Reusable cupsqty 150
Children's cupsqty 60
Reusable platesqty 150
Cutlery setsqty 150
Coffee cupsqty 40
Serving spoonsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Cutting boardsqty 3
Knivesqty 6
Pliersqty 6
Serving traysqty 8

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Stage backdrop
Arrows and signageqty 20
Name stickersqty 150

Cleaning

Waste binsqty 8
Cleaning bucketqty 2
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Safety

First aid kit
Flashlightsqty 3
Bollardsqty 8
Barrier tapeqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Still water - 24 bottles
- Sparkling water - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sparkling juice - 6 bottles
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Mini ice pops - 120 pieces
- Mini raisin buns - 100 pieces
- Mini croissants - 100 pieces
- Currant buns - 60 pieces
- Whole grain bread - 4 loaves
- White bread - 4 loaves
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast slices - 1.5 kilos
- Hummus - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Butter - 500 grams
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Bell pepper strips - 2 kilo
- Grapes - 4 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Mandarins - 80 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 5 bags
- Popcorn - 5 bags
- Rice cakes - 6 packs
- Corn wafers - 4 packs
- Muesli bars - 120 pieces
- Mini cookies - 8 packs
- Brownies - 100 pieces
- Cupcakes - 100 pieces
- Gluten-free cookies - 4 packs
- Vegan cookies - 4 packs
- Allergy-free treats - 20 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 1 bottle
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Teaspoons - 100 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Garbage bags - 50 pieces
- Freezer bags - 2 boxes
- Aluminium trays - 30 pieces

Tips

Plan drinks by age group: allow roughly 2–3 drinks per child for the first two hours, plus water for volunteers and performers. Chill them at least 4 hours before doors open, using coolers if the venue has limited refrigerator space.
Count child-sized cups, plates and benches separately from adult tableware. A useful starting point is one cup and plate per expected child, plus 10% extra for spills, dropped items and late arrivals.
Prepare the registration desk before the first family arrives. Set aside the visitor list, wristbands and name badges, and bring at least 10% more labels than the number of registered children.
Check every powered item together before setup: active speakers, mixer, microphones, music player, laptop, lights and power splitters. Bring extension cords, power strips, cable ties and cable mats in quantities that match the room layout, not just the stage.
Do not leave changing-room and coat-check supplies until the morning of the concert. Set up the changing room table and coat racks before doors open, and keep buffet serving spoons and coffee cups separate from the children’s tableware.

Frequently asked questions

How many cups and plates do I need for a children’s concert?: Start with one children’s cup and one reusable plate per expected child, then add 10% extra. For 80 children, that means at least 88 cups and 88 plates, plus enough adult tableware for parents, performers and volunteers.
How much should I buy for children’s concert drinks?: Allow around 2–3 drinks per child for the first two hours, and add water for adults and the production team. For 80 children, plan for approximately 160–240 child-sized drinks, depending on the weather and whether drinks are served with food.
When should I chill drinks for a children’s concert?: Put drinks in coolers or refrigeration at least 4 hours before guests arrive. If the venue cannot chill everything, cool the first service batch in advance and keep the remaining drinks in insulated coolers with ice.
How many wristbands and name badges should I prepare?: Prepare one wristband and name badge per registered child, plus at least 10% extra. For 80 registrations, print or pack at least 88 of each so late changes and replacements do not hold up registration.

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