Christmas concert shopping list

A Christmas concert needs more than chairs and a programme. Plan the drinks service, tableware, cloakroom setup and stage equipment before shopping, because missing small items can delay the doors opening. This list covers what to buy, borrow or bring for serving coffee, tea, water, cookies and cake, as well as seating musicians and welcoming visitors. Match quantities to your guest count and check equipment connections at least one week before the concert.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Foldable tablesqty 2
Coat racksqty 3
Coat hangersqty 120
Stoolsqty 4

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 120
Cake platesqty 120
Pastry forksqty 120
Coffee spoonsqty 120
Serving traysqty 12
Serving jugsqty 6
Thermos flasksqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Cake serversqty 3
Storage binsqty 12
Coolersqty 4

Equipment

Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Mixer
Amplifier
Music standsqty 12
Instrument cablesqty 12
DI boxesqty 3
Headphonesqty 2
Laptop
Spare batteriesqty 16
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Cable tiesqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Christmas light stringsqty 6
LED candlesqty 24

Decorations

Christmas tree
Christmas tree decorations
Nativity scene
Christmas wreathsqty 4
Pine branchesqty 12
Table runnersqty 8
Welcome sign
Program standsqty 4
Christmas ribbonqty 4

Cleaning

Broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6
Waste binsqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 6 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Chocolate milk - 8 liters
- Mulled wine - 12 liters
- Non-alcoholic mulled wine - 6 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apples - 6 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Bananas - 3 kilos
- Currant buns - 60 pieces
- Mini croissants - 80 pieces
- Mini stollen - 60 pieces
- Unsalted butter - 2 kilos
- Herb butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Jam - 6 jars
- Honey - 3 jars
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Christmas Cookies - 10 packs
- Spiced cookies - 8 packs
- Butter cookies - 8 packs
- Mini muffins - 100 pieces
- Sliced Christmas loaf - 120 pieces
- Powdered sugar - 1 kilo
- Cinnamon - 2 jars
- Star anise - 2 bags
- Cloves - 2 bags
- Oranges - 3 kilos
- Lemons - 2 kilos
- Snack picks - 500 pieces
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 200 pieces
- Stirrers - 300 pieces
- Tea bag holders - 120 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Sponges - 6 pieces
- Cleaning wipes - 3 packs
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Air freshener - 4 pieces

Tips

Plan two hot drinks per guest if the concert lasts around two hours, plus one glass of water per person. Add extra coffee cups, tea glasses and water glasses so you are not washing up during the interval.
Allow one cake plate and pastry fork per guest, then add 10% spare. Bring at least two serving trays and two cake servers so volunteers can refill without carrying food through the audience.
Set up one coat hanger for each expected visitor and keep 10% extra for winter coats, scarves and bags. Check the cloakroom layout before guests arrive and place a clear number or label system nearby.
For a small choir or instrumental group, test every microphone, stand, cable, speaker, mixer and amplifier together at least seven days before the concert. Pack one spare instrument cable and keep the music stands where performers can reach them.
Prepare the drinks station with one coffee machine or hot-drink urn for each 50 guests, plus kettles or thermos flasks for backup. Chill cold drinks at least four hours before doors open and portion cookies and cake no later than 60 minutes before serving.

Frequently asked questions

How much coffee and tea do I need for a Christmas concert?: For a two-hour concert, plan two hot drinks per guest, with roughly equal amounts of coffee and tea. For 50 visitors, that means about 100 servings; add 10% extra if the interval includes refreshments.
How many chairs should I prepare for a Christmas concert?: Prepare one chair for every registered visitor, plus 5% spare seating. For 80 guests, set out 84 chairs and keep four additional chairs available for late changes or accessibility needs.
When should I chill drinks and prepare the cake?: Put bottled or canned drinks in coolers at least four hours before doors open. Portion cookies and cake within the final 60 minutes, then cover them until the refreshment service starts.
How early should I check the concert sound equipment?: Test the microphones, mixer, amplifier, speakers, stands and cables at least seven days before the concert. Run a second full sound check on the day, finishing at least 90 minutes before visitors arrive.

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