What you need for a Christmas concert

A Christmas concert needs more than chairs and music stands. Plan supplies for the audience, performers, catering, sound, lighting and the entrance area before shopping. Count tableware against your confirmed guest list, then add a small buffer for breakage and late registrations. Check technical equipment early, especially microphones, cables, power strips and DI boxes, because replacing them at the last minute is difficult.

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What to bring

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

Furniture

Chairsqty 140
Tablesqty 12
Stoolsqty 8
Coat racksqty 3
Clothes hangersqty 160

Tableware

Coffee cupsqty 140
Glassesqty 180
Platesqty 160
Forksqty 160
Spoonsqty 160
Knivesqty 160
Serving plattersqty 12
Serving tongsqty 8

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 35
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20
Cable tiesqty 100
DI boxesqty 2

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 3

Decorations

Artificial Christmas tree
Christmas baublesqty 40
Christmas garlandsqty 8
Poinsettiasqty 12
Christmas wreathsqty 4
Table décorqty 12
Electric candlesqty 24

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 6
Measuring cupsqty 2
Serving traysqty 8
Tea towelsqty 12
Oven mittsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 8 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Tonic - 3 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Red wine - 8 bottles
- White wine - 6 bottles
- Alcohol-free beer - 2 crates
- Beer - 3 crates
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 bottles
- Sugar - 2 packs
- Sweetener - 2 boxes
- Honey - 2 jars
- Lemon juice - 2 bottles
- Cinnamon - 2 jars
- Whipped cream - 8 cans
- Marshmallows - 4 bags
- Mini Christmas loaf - 8 pieces
- Currant buns - 40 pieces
- Mini sandwiches - 160 pieces
- Vegetarian sandwiches - 40 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free sandwiches - 12 pieces
- Cream cheese - 3 tubs
- Young cheese - 3 packs
- Hummus - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 4 trays
- Grapes - 5 kilograms
- Apples - 50 pieces
- Mandarins - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed snacks - 5 bags
- Salted nuts - 4 bags
- Christmas cookies - 8 packs
- Speculaas - 6 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Dark chocolate - 4 bars
- Milk chocolate - 4 bars
- Peppermint candies - 4 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Napkins - 400 pieces
- Paper straws - 200 pieces
- Stir sticks - 250 pieces
- Coffee filters - 2 boxes
- Coffee scoops - 2 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 8 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Freezer bags - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Hand soap - 4 bottles
- Hand sanitizer gel - 4 bottles
- Paper towels - 8 packs

Tips

Count chairs, cups, glasses and plates from the confirmed guest list, then add 5–10% extra. Include separate tableware for performers, volunteers and catering staff.
Set aside one complete serving point with platters, tongs, tables and enough forks, spoons and knives for the planned food. Check dietary requirements before finalising quantities.
Test every microphone, speaker, mixer, DI box and cable during a rehearsal at least 7 days before the concert. Bring spare extension cords, power strips and cable ties for changes on the day.
Plan the entrance for winter clothing: provide coat racks and one clothes hanger per expected coat, with extra capacity for at least 10% of guests. This prevents coats from ending up on chairs.
Install the artificial Christmas tree, baubles, garlands, string lights and LED spotlights before the final rehearsal. Keep cable trays and cable ties available so walkways remain clear.

Frequently asked questions

What do I need for a Christmas concert reception?: For each guest, plan one cup or glass and one plate if food is served, plus roughly one fork, spoon and knife per person. Add 5–10% extra tableware and provide serving platters and tongs for each food station.
How many chairs do I need for a Christmas concert?: Provide one chair for every confirmed audience member, performer who needs a seat, volunteer and staff member. Add 5–10% spare capacity if the venue allows it, especially when registrations are still open.
When should I check the sound equipment for a Christmas concert?: Complete a full sound check during a rehearsal at least 7 days before the concert. Test the speakers, mixer, microphones, stands, DI boxes, extension cords and power strips together rather than separately.
How early should I buy Christmas concert decorations?: Buy the tree, baubles, garlands, string lights and LED spotlights at least 2 weeks before the event. Set them up before the final rehearsal so you can fix missing items and keep cables away from audience walkways.

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