Christmas concert shopping list

A Christmas concert needs more than chairs and a stage. Plan refreshments for the audience and performers, tableware for coffee and pastries, and practical supplies for registration, coats and backstage changes. Technical items such as microphones, cables, power strips and music stands should be checked before shopping day, since replacements are harder to arrange at the last minute. Use the full checklist below to see what to buy, borrow or reserve for this concert.

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What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 10
Stage sectionsqty 6
Changing room chairsqty 12
Clothes racksqty 2
Clothes hangersqty 40
Coat racksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 80
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving traysqty 12

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
XLR cablesqty 10
Audio cablesqty 8
Power stripsqty 8
Extension cordsqty 10
Music standsqty 30
Piano stool
Lectern
Laptop

Lighting

LED spotlightsqty 8
Light standsqty 2
Cable dimmersqty 2
Christmas light stringsqty 8

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree lightsqty 2
Christmas wreathsqty 4
Green pine branchesqty 10
LED candlesqty 24
Table runnersqty 10
Flower arrangementsqty 6
Welcome sign
Program standsqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Measuring cupsqty 2
Storage boxesqty 10
Bottle openersqty 3
Washing-up bowlsqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 6

Office

Program leafletsqty 140
Name badgesqty 30
Ballpoint pensqty 12
Rolls of tapeqty 6
Painter's tapeqty 4
Writing foldersqty 6

Safety

Flashlightsqty 4
Cable matsqty 12
Bollardsqty 6
Fire blanketsqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 6 boxes
- Cocoa powder - 2 cans
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 10 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic mulled wine - 10 bottles
- Mulled wine - 8 bottles
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Red wine - 8 bottles
- White wine - 6 bottles
- Sparkling wine - 4 bottles
- Cinnamon sticks - 2 bags
- Star anise - 2 bags
- Oranges - 12 pieces
- Lemons - 8 pieces
- Apples - 40 pieces
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Nut mix - 3 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Snack mix - 4 bags
- Christmas loaf - 6 pieces
- Mini Christmas wreath cookies - 5 kilo
- Speculaas - 4 packs
- Butter cake - 4 pieces
- Mini quiches - 120 pieces
- Cheese puffs - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Mini sandwiches - 120 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Hummus - 10 tubs
- Cream cheese - 3 kilos
- Herb butter - 2 kilo
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper tablecloths - 10 pieces
- Stirrers - 300 pieces
- Ice cubes - 20 kilo
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Cleaning cloths - 12 pieces
- Rubber gloves - 6 pairs
- Trash bags - 80 pcs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper hand towels - 6 packs

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Keep bottled water available for artists, the conductor and volunteers throughout the program.
Count tableware against your highest expected number of guests, not the average registration. For a seated reception, allow one coffee cup, water glass, plate, pastry fork and teaspoon per guest, plus about 10% spare.
Reserve coats and backstage supplies at least two weeks ahead if the concert is in a busy season. Provide one hanger per expected coat and add 10% extra so volunteers are not forced to share hangers.
Check the complete sound and lighting setup at least seven days before the concert. Confirm that the mixer, active speakers, stage monitors, microphones, DI boxes, cables, power strips and extension cords work together and reach every position.
Buy or reserve serving trays and refreshment supplies no later than three days before the concert. Store drinks refrigerated when they arrive, and keep a separate box for technical accessories so XLR cables, audio cables and adapters do not disappear during setup.

Frequently asked questions

What drinks do I need for a Christmas concert?: Plan two to three drinks per guest during the first hour and one additional drink per guest for every hour after that. Include water for the audience and performers, and keep the drinks refrigerated before doors open.
How many cups and glasses do I need for a Christmas concert?: Start with one coffee cup and one water glass per expected guest, then add at least 10% spare. If wine is served, count one wine glass per guest as well, with extra glasses for breakage and late arrivals.
When should I order Christmas concert programs and tableware?: Order printed program brochures and any custom supplies at least two weeks before the concert. Buy or reserve standard tableware and serving trays at least three days in advance so you still have time to correct missing quantities.
What technical equipment is needed for a Christmas concert?: Prepare a mixer, active speakers, stage monitors, wireless microphones, microphone stands, DI boxes, XLR and audio cables, power strips, extension cords, music stands and a piano stool where required. Test the full setup seven days before the event and repeat the check during setup.

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