Closing Concert shopping list

A Closing Concert needs more than instruments and a stage. You also need enough drinks and catering supplies, plus practical items for tickets, name badges, coats, crowd flow and technical backups. Use this list alongside the event plan to check what must be bought, hired or brought in before doors open. Quantities depend on attendance, but ordering against confirmed registrations prevents both shortages and unnecessary leftovers.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Stage skirt
Chairsqty 220
Foldable tablesqty 12
Bar stoolsqty 8
Coat racksqty 4
Clothes hangersqty 250
Bollardsqty 12
Barrier tapeqty 4

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 2
XLR cablesqty 16
Jack cablesqty 10
Multi-cableqty 2
Laptop
Spare batteriesqty 24
Cable reelsqty 4
Gaffer tapeqty 6
Toolboxesqty 2
Spare fusesqty 10

Lighting

LED spotlightsqty 8
Stage lightsqty 6
Light standsqty 2
Light controller
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10

Tableware

Reusable drinking glassesqty 300
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Corkscrewsqty 4
Bottle openersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 4
Serving traysqty 8
Aluminum foilqty 4
Cling filmqty 4

Decorations

Stage backdrop
Buntingqty 12
Balloonsqty 100
Balloon pumpqty 2
Program postersqty 20
Wayfinding signsqty 12
Tableclothsqty 12
Name badgesqty 80

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomqty 4
Dustpan and brushqty 4
Mop headsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Cleaning clothsqty 30

Catering

Groceries
- Coffee beans - 3 kg
- Tea bags - 250 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kg
- Sweetener - 300 pieces
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Lemons - 3 kg
- Limes - 2 kg
- Ice cubes - 30 kg
- Herbal tea - 100 bags
- Baguettes - 35 pieces
- Brown rolls - 100 pieces
- White rolls - 100 pieces
- Mini croissants - 150 pieces
- Unsalted butter - 2 kg
- Young cheese - 4 kg
- Aged cheese - 3 kg
- Brie - 2 kg
- Cream cheese - 2 kg
- Ham - 3 kg
- Chicken breast slices - 3 kg
- Hummus - 3 kg
- Peanut butter - 2 jars
- Jam - 4 jars
- Egg salad - 2 kg
- Cucumbers - 3 kg
- Tomatoes - 4 kg
- Lettuce - 10 heads
- Bell peppers - 3 kg
- Red onions - 1 kg
- Grapes - 6 kg
- Apples - 8 kg
- Bananas - 6 kg
- Melons - 4 pieces
- Strawberries - 4 kg
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snack mix - 6 bags
- Nut mix - 3 kg
- Olives - 2 kg
- Salsa - 6 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kg
- Black pepper - 250 g
- Paprika powder - 250 g
- Italian herbs - 250 g
- Garlic - 500 g
- Herb butter - 2 kg
- Vegetarian wraps - 80 pieces
- Wraps - 120 pieces
- Chicken strips - 6 kg
- Falafel - 4 kg
- Rice salad - 8 kg
- Pasta salad - 8 kg
- Green salad - 6 kg
- Fruit salad - 6 kg
- Vegan toppings - 2 kg
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 30 pieces
- Egg-free mayonnaise - 2 jars
- Small cake slices - 250 pieces
- Cookies - 6 kg
- Brownies - 150 pieces
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Food containers - 300 pcs
- Cocktail picks - 500 pieces
- Coffee filters - 250 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Toilet cleaner - 4 bottles
- Air freshener - 4 spray cans
- Gloves - 8 boxes
- Storage containers - 30 pieces
- Cool bags - 20 pieces

Tips

Plan drinks per guest, not per case: for the first hour, allow roughly two to three drinks per person, then adjust for the programme length and catering. Chill the first stock several hours before opening and keep a separate reserve for the final set.
Order catering only after dietary requirements are collected. Add a small buffer—around 5% for food and disposable serving supplies—so late registrations or damaged portions do not disrupt service.
Keep technical consumables and backups separate from the main equipment. Check spare batteries, XLR and jack cables, extension cords, power strips and cable mats at least one day before the concert, not during the soundcheck.
Prepare wristbands, tickets and name badges in labelled batches before the crew arrives. Bring approximately 10% extra badges and wristbands for replacements, walk-ins or printing mistakes.
Count crowd-control and venue items against the floor plan before setup: chairs, tables, coat racks, hangers, bollards and barrier tape are easy to overlook when the focus is on the stage and lighting. Confirm missing hire items at least 48 hours ahead.

Frequently asked questions

How many drinks should I buy for a Closing Concert?: For the first hour, budget two to three drinks per person, then add about one drink per person for each additional hour. Increase the total if the concert is long, warm or has limited water service.
When should I order catering for a Closing Concert?: Place the main catering order after registrations and dietary requirements are confirmed, ideally at least 5 to 7 days before the event. Keep a buffer of about 5% for last-minute changes.
How much extra stock should I bring for tickets, wristbands and name badges?: Prepare around 10% more wristbands, tickets and name badges than the confirmed guest count. This covers replacements, printing errors and a small number of late registrations.
When should I check the sound and lighting supplies?: Check speakers, subwoofers, microphones, cables, power supplies, LED spotlights and the lighting controller at least 24 hours before setup. Test the complete signal and power chain during the planned soundcheck.

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