What you need for a concert evening

A concert evening needs more than drinks and a sound system. Plan separately for the entrance, audience seating, catering, performer setup, cables, lighting, and the final safety check. Start by matching the equipment to the performer’s technical rider, then count tableware and drinks from your confirmed guest list. This checklist brings the key purchases and hire items together, including the small supplies that are often left until setup time.

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What to bring

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

Furniture

High tablesqty 10
Buffet tablesqty 4
Chairsqty 100
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Tableware

Wine glassesqty 120
Highball glassesqty 120
Coffee cupsqty 100
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Serving traysqty 8

Equipment

Active speakersqty 4
Subwoofersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 8
Power stripsqty 10
Extension cordsqty 12
Cable traysqty 20
Cable tiesqty 100
Stage sectionsqty 8
Music standsqty 5

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lampsqty 12
Flashlightsqty 4

Decorations

Backdrop cloth
Buntingqty 6
Balloonsqty 100
Tableclothsqty 14
Entrance sign
Directional signsqty 8

Kitchen

Coolersqty 6
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 8
Small bowlsqty 12
Cool bowlsqty 6

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Waste binsqty 8
Toilet brushesqty 4
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries
- Beer - 120 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Tonic - 6 bottles
- Ginger ale - 4 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 2 kilograms
- Herb butter - 1 kilogram
- Ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Cucumbers - 15 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Mixed salad - 3 kilograms
- Arugula - 1 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Savory nuts - 6 bags
- Olives - 2 kilograms
- Mixed nuts - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 500 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Toilet paper - 48 rolls
- Liquid hand soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 10 pieces
- Nitrile gloves - 2 boxes

Tips

Check the performer’s technical rider before hiring speakers, microphones, stands, mixer channels, DI boxes, or cables. Do this at least two weeks before the concert so missing equipment can still be sourced.
Count glasses, plates, dessert plates, cups, and cutlery for every confirmed guest, then add 10% spare stock. A concert buffet creates extra demand when items are dropped or left at different tables.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill drinks before opening the venue and keep a separate supply for performers and staff.
Bring more cable management than seems necessary: use cable trays where people walk, cable ties for loose runs, and extension cords and power strips only after checking the venue’s available sockets.
Do not leave entrance items until the last minute. Have coat racks, hangers, name badges, wristbands, signage, and bollards ready before doors open, with chairs and high tables already placed according to the floor plan.

Frequently asked questions

How many drinks do I need for a concert evening?: Plan for two to three drinks per guest during the first hour, followed by one drink per guest for every additional hour. Add around 10% extra for staff, performers, spills, and guests who stay longer.
What sound equipment is needed for a small concert?: Confirm the exact requirements in the performer’s technical rider first. A typical setup may include active speakers, a mixer, microphones, microphone stands, DI boxes, XLR cables, instrument cables, power strips, and extension cords, but the required quantities depend on the act and venue.
How much tableware should I buy for a concert buffet?: Prepare one plate, dessert plate, cup, and cutlery set per confirmed guest, plus at least 10% spare. Count wine glasses and highball glasses separately because guests may use more than one type during the evening.
When should I hire concert equipment?: Book sound, lighting, stage sections, and furniture as soon as the venue and performer are confirmed, ideally at least two to four weeks before the event. Recheck deliveries and stock on the day before setup.

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