What you need for a Christmas concert

A Christmas concert needs more than chairs and music stands. Your shopping list also covers reception and catering service, coat storage, stage audio, cable safety, program leaflets, signs and seasonal lighting. Start with the confirmed registration count, then add a small buffer for catering and printed materials. Check technical requirements with the artists before buying or hiring equipment, and finish the final shopping check at least two days before the concert.

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What to bring

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

Furniture

Chairsqty 120
Bistro tablesqty 12
Reception tablesqty 3
Catering tablesqty 6
Coat racksqty 3
Clothes hangersqty 150
Lecternsqty 25
Conductor’s stand
Stoolsqty 6

Tableware

Coffee cupsqty 120
Platesqty 120
Water glassesqty 150
Wine glassesqty 120
Dessert platesqty 150
Dinner forksqty 150
Dessert spoonsqty 150
Serving spoonsqty 12
Serving traysqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Music stand lampsqty 12
Cable matsqty 10

Lighting

LED spotlightsqty 8
String lightsqty 6
LED candlesqty 30

Decorations

Christmas tree
Christmas baublesqty 60
Christmas tree stand
Christmas garlandsqty 8
Christmas wreathsqty 4
Table runnersqty 12
Christmas napkinsqty 150
Poinsettiasqty 12

Catering

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 4
Coolersqty 4
Carafesqty 12
Serving plattersqty 16
Bread basketsqty 8
Pliersqty 8
Ice cube traysqty 4
Groceries
- Coffee beans - 4 kilos
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Hot chocolate - 8 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 12 aerosol cans
- Granulated sugar - 3 kilos
- Sweeteners - 2 boxes
- Cinnamon - 2 jars
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger ale - 6 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Grape juice - 6 cartons
- Non-alcoholic mulled wine - 10 liters
- Red wine - 18 bottles
- White wine - 12 bottles
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- Bitter lemon - 6 bottles
- Lemons - 3 kilos
- Oranges - 4 kilo
- Apples - 5 kilo
- Grapes - 4 kilos
- Mandarins - 4 kilo
- Christmas loaf - 8 pieces
- Mini currant buns - 120 pieces
- Unsalted butter - 2 kilos
- Bread rolls - 120 pieces
- Multigrain bread - 8 loaves
- Baguettes - 12 pieces
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Hummus - 2 kilos
- Vegetarian pâté - 1 kilo
- Smoked salmon - 2 kilos
- Turkey breast - 2 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Olives - 2 kilos
- Pickles - 2 jars
- Cranberry compote - 6 jars
- Walnuts - 1 kilo
- Almonds - 1 kilo
- Raisins - 1 kilo
- Christmas cookies - 8 boxes
- Speculaas - 6 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Apple pie - 6 pieces
- Cream Puffs - 120 pieces
- Potato gratin - 12 kilo
- Vegetable soup - 15 liters
- Tomato soup - 10 liters
- Mini quiches - 120 pieces
- Vegetarian puff pastry snacks - 120 pieces
- Christmas meatballs - 8 kilos
- Vegetarian meatballs - 5 kilos
- Mustard - 4 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Pesto - 6 jars
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilo
- Black pepper - 4 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Nutmeg - 2 jars
- Trash bags - 5 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Trash binsqty 8
Cleaning glovesqty 8

Tips

Count tableware from the final guest list: plan one coffee cup, plate, water glass and fork per guest, plus at least 10% extra for breakages, late arrivals and second servings.
Order catering only after registrations and dietary requirements are processed. Give the kitchen the final numbers and special-diet details at least 3–5 days before the concert.
Buy or reserve cable mats, extension cords and power strips together with the audio equipment. Test every cable, active speaker, microphone and DI box during the technical appointment, not on concert day.
Allow one program leaflet per expected guest and keep 10% extra for walk-ins. Prepare signs for the entrance, hall, parking route and coat area before the final print run.
Plan coat storage for the full audience: provide one hanger per coat and check that coat racks are positioned away from entrances and serving tables. Pick up or buy seasonal lights and LED spotlights early enough to test power connections safely.

Frequently asked questions

What tableware do I need for a Christmas concert?: For each guest, allow one coffee cup, plate, water glass, dinner fork and dessert spoon. Add around 10% extra, and include serving spoons, trays and additional glasses if drinks or dessert are served.
How much catering should I order for a Christmas concert?: Base the order on the final registration count, then add about 10% for unexpected guests and larger portions. Send dietary requirements to the kitchen 3–5 days before the concert so substitutions can be arranged.
When should I buy Christmas concert decorations and lighting?: Buy or reserve string lights and LED spotlights at least 1–2 weeks before the concert. Test them with the available power strips and extension cords during the technical check, no later than the day before.
How many printed programs do I need for a Christmas concert?: Print one program leaflet per registered guest plus 10% extra. If 120 people are registered, prepare about 132 copies and complete the print order at least 3–5 days before the concert.

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