What you need for a Christmas concert

A Christmas concert needs more than instruments and sheet music. Plan drinks and refreshments for the audience, serving equipment for the foyer, and practical supplies for the choir, musicians and crew. Use your final visitor list to calculate quantities, then check borrowed equipment before shopping. Arrange anything with a lead time—such as printed programs, stage sections, microphones or coffee machines—at least one to two weeks before the concert.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 12
Coat racksqty 2
Stoolsqty 8
Stage sectionsqty 6

Tableware

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 8
Small bowlsqty 20
Buffet traysqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
Music standsqty 20
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 3
Gaffer tapeqty 4

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Christmas treeqty 2
Christmas baublesqty 80
Christmas garlandsqty 12
Christmas wreathsqty 4
Poinsettiasqty 20
Christmas table runnersqty 12
LED candlesqty 40
Program standsqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Cleaning bucketsqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 8 liters
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Non-alcoholic beer - 24 bottles
- Red wine - 12 bottles
- White wine - 8 bottles
- Prosecco - 6 bottles
- Spa blue - 48 bottles
- Spa red - 24 bottles
- Ice cubes - 10 bags
- Christmas loaf - 6 pieces
- Mini currant buns - 100 pieces
- Butter - 1 kilo
- Jam - 3 jars
- Chocolate sprinkles - 2 packs
- Cheese slices - 3 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Cucumbers - 8 pieces
- Grapes - 6 kilos
- Mandarins - 8 kilos
- Apples - 6 kilos
- Mini quiches - 120 pieces
- Vegetarian pies - 100 pieces
- Vegan puff pastry snacks - 80 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Mixed nuts - 2 kilos
- Gingerbread - 5 packs
- Christmas cookies - 8 packs
- Brownies - 6 trays
- Whipped cream - 12 aerosol cans
- Cinnamon - 2 jars
- Coffee cookies - 6 packs
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Paper cups - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Sandwich bags - 1 box
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Sponges - 2 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Disinfectant wipes - 2 packs

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include water as well as coffee, tea and any other drinks listed in your catering plan.
Allow one coffee cup, water glass, plate and pastry fork per expected visitor, plus about 10% extra. For 100 visitors, that means 110 of each item to cover breakage and last-minute guests.
Check the foyer setup before buying serving items: coffee machines, kettles, thermos flasks, serving trays, small bowls and buffet trays are easy to overlook when the focus is on the stage.
Count every cable and connection point before the equipment arrives. Match microphones, speakers, mixer, DI boxes and instrument cables, then add extension cords, power strips and gaffer tape for safe setup.
Order or print programs and sheet music at least 5–7 days before the concert. Prepare crew name badges, invitations and the final visitor list at the same time so dietary requirements are not missed.

Frequently asked questions

What should I buy for a Christmas concert reception?: For each visitor, plan one plate, pastry fork, coffee cup and water glass, then add 10% spare tableware. For 100 people, prepare 110 place settings and enough drinks for the full concert and reception period.
How many drinks do I need for a Christmas concert?: Budget two to three drinks per person during the first hour and one additional drink per person for every extra hour. Keep water available throughout, and chill drinks at least 4 hours before guests arrive.
When should I order Christmas concert programs?: Finalize the repertoire, performance order and visitor information 7–10 days before the concert. Print programs and sheet music no later than 5–7 days beforehand, leaving time to correct missing pages.
What sound equipment is needed for a Christmas concert?: Check the setup at least 7 days in advance and confirm the number of microphones, stands, speakers, mixer channels, DI boxes and instrument cables. Prepare extension cords, power strips and gaffer tape before load-in, not on the concert day.

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