Church Concert Shopping List
A church concert needs more than chairs and music stands. Plan refreshments for the audience, serving equipment for coffee and tea, and the small technical items that are easy to miss until setup starts. Use your expected attendance to calculate cups, glasses, plates, and drinks, then check the church’s existing stock before buying anything. Keep batteries, extension cords, power strips, and duct tape together so volunteers can find them quickly on concert day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 180
- Foldable tablesqty 10
- Market tablesqty 3
- Coat racksqty 2
- Stoolsqty 8
Tableware
- Coffee cupsqty 180
- Platesqty 180
- Water glassesqty 200
- Wine glassesqty 120
- Pastry platesqty 180
- Teaspoonsqty 200
- Serving spoonsqty 12
- Serving plattersqty 18
- Thermos flasksqty 12
Equipment
- Microphonesqty 4
- Microphone standsqty 4
- Mixer
- Speakersqty 2
- Speaker standsqty 2
- Music standsqty 35
- Extension cordsqty 8
- Power stripsqty 6
- Duct tapeqty 4
- AA batteriesqty 24
- AAA batteriesqty 24
- Piano
- Conductor's lectern
Lighting
- Stage lightsqty 6
- LED string lightsqty 4
- Flashlightsqty 4
Decorations
- Flower arrangementsqty 6
- Tableclothsqty 10
- Welcome sign
- Program standsqty 4
- Directional signsqty 8
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Coolersqty 4
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving traysqty 12
- Washing-up bowlsqty 3
- Water jugsqty 12
Cleaning
- Cleaning bucketsqty 4
- Mopsqty 4
- Dustpan and brushqty 3
- Cleaning glovesqty 8
Catering
- Groceries
- Coffee beans - 3 kilograms
- Decaf coffee - 500 grams
- Black tea - 200 bags
- Herbal tea - 100 bags
- Hot chocolate - 6 liters
- Granulated sugar - 3 kilograms
- Sweetener - 300 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 300 tubs
- Whipped cream - 12 cans
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Apple juice - 12 cartons
- Grape juice - 12 packs
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Beer - 48 bottles
- Ice cubes - 10 kilograms
- Butter - 1 kilogram
- Margarine - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Cream cheese - 1 kilogram
- Hummus - 1.5 kilograms
- Egg salad - 1,5 kilogram
- Cucumber salad - 1 kilogram
- Back ham - 1,5 kilogram
- Chicken breast slices - 1,5 kilogram
- White rolls - 120 pieces
- Multigrain sandwiches - 120 pieces
- Baguettes - 12 pieces
- Butter cookies - 4 kilograms
- Speculaas cookies - 3 kilograms
- Madeleines - 180 pieces
- Apple pies - 8 pieces
- Lemon cakes - 6 pieces
- Vegan muffins - 60 pcs
- Gluten-free cookies - 4 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted nuts - 3 kilogram
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Mandarins - 6 kilograms
- Lemons - 2 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Arugula - 1 kilogram
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
Tips
- For the first hour, allow two to three drinks per person, including water, coffee, and tea. Buy extra water for performers and volunteers, who may need one bottle before and during the concert.
- Plan one coffee cup, one teaspoon, and one pastry plate per expected guest, plus at least 10% extra. For a concert with 80 guests, that means 88 of each item rather than exactly 80.
- Check the church’s cups, plates, thermos flasks, serving platters, and glasses at least one week before the concert. This gives you time to replace missing pieces or arrange washing between seating and refreshments.
- Test every microphone, speaker, mixer, stage light, and music stand during the rehearsal. Pack spare AA and AAA batteries, extension cords, power strips, and duct tape in one clearly labelled equipment box.
- Arrange coat racks, stools, tables, and flashlights before doors open, not during guest arrival. Leave at least one clear route from the entrance to the seating area and keep cables taped down across walkways.
Frequently asked questions
- What drinks should I buy for a church concert?
- For the first hour, plan two to three drinks per person, with water available throughout. For 80 guests, that is roughly 160 to 240 servings, including drinks for performers and volunteers.
- How many cups and plates do I need for a church concert?
- Allow one coffee cup, teaspoon, and pastry plate per guest, then add 10% spare capacity. For 80 guests, prepare at least 88 of each so breakages and unexpected arrivals do not disrupt service.
- When should I test the concert sound equipment?
- Run a full sound and lighting test during the rehearsal, ideally at least one day before the concert. Recheck microphones, stands, mixer, speakers, cables, and batteries for 30 minutes before doors open.
- What small items are easy to forget for a church concert?
- Pack spare AA and AAA batteries, extension cords, power strips, duct tape, and flashlights at least one day ahead. Keep them together in an equipment box so volunteers can reach them during setup.
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