Children’s concert shopping list

A children’s concert needs more than chairs and a microphone. You’ll need practical supplies for registration, seating, sound, lighting, decorations, drinks and changing areas. Plan quantities around your expected audience, then add a small backup for items that can run out or fail during the event. Keep spare batteries, extension leads and printed signs ready before the performer arrives, because these are often left until the last minute.

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What to bring

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

Furniture

Chairsqty 100
Children’s tablesqty 8
Buffet tablesqty 4
Registration desk
Changing room table
Folding chairsqty 6

Equipment

Active speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Microphone cablesqty 6
Power stripsqty 6
Extension cordsqty 6
DI boxesqty 2
Music standsqty 4
Stage monitor
Laptop for music
Spare batteriesqty 12

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Backdrop cloth
Stage curtain
Paper starsqty 20
Tableclothsqty 12
Directional signsqty 8

Lighting

LED spotlightsqty 4
Light standsqty 2
Battery lanternsqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 120
Children's cutlery setsqty 100
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 3
Kettlesqty 2
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Rubber glovesqty 6

Safety

First aid kit
Barrier tapeqty 4
Cable matsqty 8
Flashlightsqty 4

Registration

Name badgesqty 120
Wristbandsqty 120
Clipboardsqty 3
Ballpoint pensqty 12
Program cardsqty 120

Catering

Groceries
- Apples - 60 pieces
- Bananas - 50 pieces
- Grapes - 6 kilos
- Mini cucumbers - 4 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 3 kilos
- Mini pretzels - 5 bags
- Rice cakes - 6 packs
- Mini muffins - 120 pieces
- Whole grain bread - 8 loaves
- White rolls - 100 pieces
- Cheese slices - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 3 jars
- Jam - 3 jars
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Yogurt dressing - 2 bottles
- Gluten-free sandwiches - 12 pieces
- Gluten-free crackers - 2 packs
- Vegan toppings - 1 kilo
- Lactose-free milk - 4 liters
- Water - 12 bottles
- Apple juice - 12 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Lemonade syrup - 3 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 6 liters
- Honey - 1 jar
- Stir sticks - 200 pieces
- Ice cubes - 10 kilos
- Napkins - 500 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Hand gel - 4 bottles

Tips

Allow one chair per seated adult or child, then keep 10% extra folding chairs available for late arrivals and family members. Children’s tables need a clear route to the activity and buffet areas.
Prepare one registration desk, a table for name badges and wristbands, and enough printed directional signs to cover every entrance, toilet route and changing area. Pack spare pens and tape with these supplies.
For the sound setup, check that the active speakers, mixing console, microphones, stands, cables, DI boxes and stage monitor match the performer’s technical requirements at least 7 days before the concert.
Buy spare batteries and bring extra power strips and extension cords before setup day. Test the laptop for music and all cables together, rather than discovering a missing connection during the soundcheck.
Keep drinks chilled before doors open and provide a separate changing-room table. Put tablecloths, decorations and battery lanterns in labelled boxes so volunteers can set up without interrupting registration.

Frequently asked questions

What should I buy for a children’s concert?: Plan supplies for seating, registration, sound, lighting, decorations, refreshments and changing areas. The core equipment includes speakers, microphones, stands, cables, power strips, extension cords, spare batteries, chairs, tables and directional signs.
How many chairs do I need for a children’s concert?: Provide one chair for each person expected to sit and keep about 10% extra folding chairs available. For 80 expected guests, prepare at least 88 chairs so late arrivals and accompanying adults can be seated.
When should I check the concert equipment?: Confirm the performer’s technical requirements at least 7 days before the event and test the full sound and lighting setup during setup. Keep spare batteries, cables and power connections ready before the soundcheck starts.
What decorations and signs are needed for a children’s concert?: Use decorations such as balloons, bunting, a backdrop cloth, tablecloths and paper stars, plus battery lanterns where the room needs extra light. Prepare one directional sign for each decision point, including the entrance, registration desk, toilets and changing area.

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