What you need for a Christmas concert

A Christmas concert needs more than instruments and sheet music. Plan the practical items that keep guests comfortable, from chairs and coat racks to coffee cups, cake plates and hot-drink equipment. You will also need reliable sound and power supplies, including microphones, speakers, extension cords and cable trays. Use the guest count and programme length to calculate quantities, then check the list again before shopping and setup.

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What to bring

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

Furniture

Chairsqty 110
Foldable tablesqty 8
Beer tablesqty 2
Coat racksqty 2
Stoolsqty 6
Christmas tree stand
Party tent
Umbrella binsqty 2
Bollardsqty 6
Stage sectionsqty 4

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving trays with lidsqty 4
Coffee spoonsqty 120
Sugar bowlsqty 6
Milk jugsqty 6
Cake standsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 4
Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 12
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 6
Keyboard
Keyboard stand
Metronome
Spare batteriesqty 24
Gaffer tapeqty 4
Cable reelsqty 3
Spare audio cablesqty 8
Piano
Piano stool
Conductor's lectern

Lighting

LED spotlightsqty 4
Light Stripsqty 4
Battery lightsqty 12
Flashlightsqty 4

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 8
Christmas wreathsqty 4
Poinsettiasqty 6
White table runnersqty 8
Name badgesqty 120
Programsqty 120
Table décorqty 12
Christmas tree lightsqty 2
Entrance runner
Christmas candlesqty 24
Candle holdersqty 24

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 6 liters
- Hot chocolate powder - 1 pack
- Milk - 10 liter
- Oat milk - 4 liters
- Semi-skimmed milk - 4 liter
- Sugar - 2 packs
- Sweetener - 1 box
- Honey - 1 jar
- Lemons - 8 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger ale - 3 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic mulled wine - 8 bottles
- Cinnamon sticks - 2 bags
- Star anise - 1 jar
- Cloves - 1 jar
- Gingerbread - 4 packs
- Unsalted butter - 2 packs
- Young cheese - 1,5 kilogram
- Brie - 1 kilogram
- Cream cheese - 4 tubs
- Hummus - 4 tubs
- Turkey breast - 1 kilogram
- Vegetarian spread - 4 tubs
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Currant buns - 60 pieces
- Puff pastry snacks - 120 pieces
- Mini quiches - 100 pieces
- Vegetarian samosas - 80 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Peanuts - 2 bags
- Walnuts - 2 bags
- Mandarins - 6 kilograms
- Apples - 5 kilograms
- Grapes - 3 kilograms
- Christmas cookies - 6 packs
- Speculaas - 6 packs
- Christmas loaf - 6 pieces
- Apple pie - 4 pieces
- Whipped cream - 12 cans
- Vanilla sauce - 4 bottles
- Powdered sugar - 2 packs
- Jam - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olives - 3 jars
- Pickles - 2 jars
- Cocktail picks - 3 boxes
- Napkins - 6 packs
- Paper cups - 150 pieces
- Paper plates - 150
- Stir sticks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 2 packs
- Cleaning cloths - 2 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Paper towels - 6 packs
- Diet cookies - 3 packs
- Gluten-free sandwiches - 12 pieces
- Vegan pastries - 2 boxes
- Allergen labels - 1 pack
Cash register
Cash box
Receipt bookletsqty 4
Allergen cardsqty 20
Drink dispensersqty 4
Ice cube traysqty 4

Kitchen

Thermos flasksqty 8
Water jugsqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Cake serversqty 4
Pliersqty 8
Measuring cupsqty 4
Hot traysqty 4
Serving traysqty 8
Washing-up basinsqty 4
Large soup ladlesqty 4
Serving utensilsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 2
Rubber glovesqty 8
Waste binsqty 6
Microfiber clothsqty 12
Hand broomsqty 4
Floor squeegeesqty 2

Tips

Plan seating for every registered guest, then add 5–10% extra chairs if the venue allows it. Reserve coat racks and a few stools separately, because these are often forgotten when furniture is counted.
For a concert with coffee, tea and cake, allow 1 cup, 1 small plate, 1 teaspoon and 1 cake plate per guest, plus at least 10% spare tableware. Prepare serving spoons, platters and covered trays before catering arrives.
Allow two hot drinks per guest for a two-hour concert, and add 10–15% capacity for volunteers and performers. Check that coffee machines, kettles and hot-drink urns can run safely from the available power supply.
Do a sound and power check at least 2 hours before doors open. Test the mixer, active speakers and wireless microphones together, and place extension cords, power strips and cable trays before guests enter.
Set aside the Christmas tree stand and decorations before the final shopping check, not during setup. Charge powered equipment the night before and confirm that music stands, the keyboard stand and LED spotlights are on site before unloading instruments.

Frequently asked questions

What should I buy for a Christmas concert?: Plan seating, coat storage, tableware, hot-drink supplies, serving equipment, decorations and sound equipment. For each guest, start with 1 cup, 1 small plate and 1 teaspoon, then add 10% spare items.
How many cups do I need for a Christmas concert?: Allow 1 cup per guest for a single refreshment service, or 2 cups per guest if coffee and tea are served before and after the concert. Add 10% extra so you are covered for breakages and volunteers.
How much coffee and tea do I need for a Christmas concert?: For a two-hour concert, plan 2 hot drinks per guest, including coffee and tea. Add another 10–15% for musicians, helpers and late arrivals, and prepare the first batch 30 minutes before serving.
When should I check the Christmas concert shopping list?: Check the list once after registrations close and again 2–3 days before the concert. Complete the main shopping at least 1 day ahead, leaving only fresh catering items for the event day.

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