What you need for a Christmas concert

A Christmas concert needs more than chairs and microphones. Plan refreshments for the audience and performers, serving items for coffee and pastries, and practical backstage supplies for changing rooms. The technical setup also needs stands, power distribution and cable protection, while stage and mood lighting shape the room. Use this shopping list alongside your programme, registration numbers and venue layout so you buy the right quantities and have everything ready before concert day.

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What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Dressing room tablesqty 2
Changing room chairsqty 8
Stage sectionsqty 8
Clothes racksqty 2

Tableware

Coffee cupsqty 140
Glassesqty 140
Platesqty 140
Pastry forksqty 140
Coffee spoonsqty 140
Serving plattersqty 16
Serving tongsqty 8
Coffee potsqty 6
Teapotsqty 4

Equipment

Mixer
Speakersqty 2
Stage monitorsqty 2
Microphonesqty 6
Microphone standsqty 6
Music standsqty 12
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Cable tiesqty 50
Laptop
Music player

Lighting

Stage lightsqty 6
Mood lightingqty 8
String lightsqty 6
Battery lanternsqty 8

Decorations

Christmas tree
Christmas baublesqty 60
Christmas garlandsqty 10
Christmas wreathsqty 4
Christmas tree stand
Nativity scene
Tableclothsqty 10
Christmas napkinsqty 160
Program standsqty 4

Kitchen

Hot drink urnsqty 6
Kettlesqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving spoonsqty 6
Serving plattersqty 12
Coolersqty 4
Thermo boxesqty 3
Aluminum foilqty 3
Cling filmqty 3
Cutting boardsqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Trash bagsqty 40

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 12 liters
- Hot chocolate powder - 2 packs
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Semi-skimmed coffee milk - 4 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Bitter lemon - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Sparkling water - 4 bottles
- Non-alcoholic beer - 24 bottles
- Cinnamon sticks - 2 bags
- Whipped cream - 6 cans
- Marshmallows - 4 bags
- Gingerbread - 8 packs
- Christmas loaf - 6 pieces
- Unsalted butter - 2 kilos
- Cheese slices - 2 kilos
- Young cheese - 1 kilo
- Brie - 1 kilo
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Apricot jam - 2 jars
- Baguettes - 12 pieces
- Mini bake-off rolls - 8 bags
- Currant buns - 6 bags
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Mandarins - 5 kilos
- Mini carrots - 3 kilos
- Bell pepper strips - 3 kilos
- Mixed nuts - 3 kilo
- Raisins - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Christmas Cookies - 10 packs
- Spiced cookies - 8 packs
- Mini muffins - 8 boxes
- Brownies - 6 boxes
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Knäckebröd - 4 packs
- Paper cups - 200 pieces
- Wooden stirrers - 250 pieces
- Disposable teaspoons - 200 pieces
- Paper dessert plates - 200 pieces
- Paper napkins - 400 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Nitrile gloves - 4 boxes
- Garbage bags - 40 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Label stickers - 2 packs
- Permanent Markers - 2 Packs

Tips

Count registered guests, performers and volunteers separately before shopping. For refreshments, add around 10% extra cups, glasses and plates so a late arrival or a dropped item does not stop service.
Arrange chilled drinks and other refrigerated products for collection on the day before or the morning of the concert. Keep them cold until serving rather than buying them several days in advance.
Allow one chair per expected audience member, plus seats for performers or volunteers who will be off stage. Check the room layout before ordering tables, because serving tables and dressing-room tables need clear access.
Buy or reserve enough microphone stands and music stands for the programme rather than relying on performers to bring them. Test every microphone, speaker, monitor and mixer together at least one day before the concert.
Treat extension cords, power strips, cable ties and cable mats as a separate technical purchase. Bring more cable protection than the exact measured length, especially across entrances and walking routes.

Frequently asked questions

How many cups and glasses do I need for a Christmas concert?: Start with one cup or glass per planned serving, then add at least 10% spare. If guests may have coffee and another drink, plan two pieces of tableware per guest rather than one.
When should I buy drinks and chilled products for a Christmas concert?: Buy or collect chilled products no earlier than the day before, and preferably on the morning of the concert. This reduces storage time and keeps the drinks ready to serve.
How many microphones and stands are needed for a Christmas concert?: Match the number of microphones to the programme and allow one stand for each microphone that must be positioned hands-free. Test the full setup at least 24 hours before the concert.
What technical supplies are easy to forget for a Christmas concert?: Cable mats, cable ties, extension cords and power strips are commonly missed. Check the site map and walking routes 2–3 days beforehand, then prepare enough protection for every cable crossing.

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