What you need for a Closing Concert

A Closing Concert needs more than instruments and microphones. You also need enough tableware for the audience, chilled drinks, serving equipment, and a clear entrance and coat-check setup. Plan quantities from your guest count, then add a small buffer for breakages and unexpected arrivals. Check technical items early: speakers, mixer, microphones, stands, cables, power strips, and lighting are difficult to replace on the day.

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What to bring

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

Furniture

Chairsqty 180
Tablesqty 12
Stage sectionsqty 12
Stoolsqty 8
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Tableware

Reusable glassesqty 220
Coffee cupsqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Thermos flasksqty 8

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 2
Music standsqty 40
Keyboard
Piano stool
Extension cordsqty 12
Power stripsqty 8
Cable reelsqty 4
DI boxesqty 3

Lighting

Stage spotlightsqty 8
Light standsqty 2
Mood lightingqty 10
Light filtersqty 8

Decorations

Stage drapesqty 2
Buntingqty 8
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 12

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving traysqty 8
Kettlesqty 3
Coffee machinesqty 2
Washing-up basinsqty 4
Washing-up tubsqty 4

Catering

Cash register
Payment terminal
Cash box
Menu boardsqty 4
Napkin holdersqty 8
Thermos cupsqty 120
Groceries
- Coffee - 6 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee cream - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Party snacks - 4 kilos
- Olives - 3 jars
- Pickles - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Peanut butter - 2 jars
- Jam - 3 jars
- Herb butter - 8 tubs
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Diet biscuits - 4 packs
- Gluten-free crackers - 4 packs
- Vegan sandwiches - 30 pieces
- Mini quiches - 180 pieces
- Vegetarian snacks - 180 pieces
- Bitterballen - 240 pieces
- Mini spring rolls - 180 pieces
- Mini pizzas - 120 pieces
- Brownies - 120 pieces
- Cookies - 8 packs
- Chocolate - 4 boxes
- Cake - 6 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 4
Broom setsqty 3
Waste binsqty 12
Toilet brushesqty 4
Latex protective glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Cable matsqty 12
Flashlightsqty 4

Other

Party tentsqty 2
Flip chartsqty 6
Pensqty 20
Notepadsqty 10
Walkie-talkiesqty 6

Tips

Plan reusable glasses, coffee cups, plates, forks, knives, and spoons for every expected guest, plus 10% extra. Add serving spoons and platters separately; guest tableware cannot cover both jobs.
For drinks, allow two to three servings per person for the first hour and about one serving per person for each following hour. Chill the first batch before doors open and keep thermos flasks ready for coffee or hot drinks.
Count coat racks and clothes hangers before shopping for anything else at the entrance. A useful starting point is one hanger per coat and one coat-rack position for every 20 to 25 guests.
Treat the sound and lighting kit as one system: speakers, mixer, microphones, stands, monitor speakers, DI boxes, extension cords, power strips, cable reels, stage spotlights, and light stands all need compatible connections and safe cable routes.
Bring a 10% food buffer after collecting dietary requirements, not before. Prepare separate serving utensils for different dishes and label alternatives clearly so they are not mixed during service.

Frequently asked questions

How many glasses and plates do I need for a Closing Concert?: Buy or reserve one glass and one plate per expected guest, then add 10% extra for breakages, replacements, and people taking a second serving. For 100 guests, that means at least 110 glasses and 110 plates.
How much drink should I buy for a Closing Concert?: Allow two to three drinks per person during the first hour and one drink per person for each additional hour. For 100 guests over three hours, plan roughly 400 to 500 servings, including water and non-alcoholic options.
What sound equipment do I need for a Closing Concert?: Check the complete chain at least 48 hours before the event: speakers, mixer, microphones, microphone stands, monitor speakers, DI boxes, extension cords, power strips, and cable reels. Add stage spotlights and light stands if the venue does not provide lighting.
When should I prepare the Closing Concert shopping list?: Make the first list at least two weeks before the concert, after registrations and dietary requirements are known. Buy non-perishable items 5 to 7 days ahead and chill drinks and prepare fresh catering on the day.

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