Concert Evening Shopping List

A concert evening needs more than instruments and performers. You will need drinks, serving items, printed materials, lighting supplies and enough technical accessories to keep setup moving. Use the guest count as your starting point: plan 2–3 drinks per person for the first hour, then 1–2 per hour after that. Add a small buffer for breakage, spills and last-minute guests, and check technical requirements with performers before buying or hiring anything.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 110
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Stage sectionsqty 6
Stage stepsqty 2

Equipment

Speakersqty 2
Speaker standsqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 4
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage spotlightsqty 4
Light standsqty 2
Mood lightingqty 6
Battery lampsqty 6

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Coffee machinesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Kitchen bowlsqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Adhesive stripsqty 4
Program boardsqty 4
Directional signsqty 8

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Stirrers - 150 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilograms
- Ice cubes - 12 bags
- Bitterballen - 400 pieces
- Mini cheese soufflés - 250 pieces
- Vegetarian snacks - 200 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Vegetable sticks - 6 kilograms
- Cucumbers - 8 pieces
- Carrots - 4 kilograms
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Hummus - 8 tubs
- Garlic sauce - 4 bottles
- Cocktail sauce - 4 bottles
- Mustard - 3 bottles
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Baguettes - 20 pieces
- Cream cheese - 12 tubs
- Mild cheese - 3 kilograms
- Hummus spread - 12 tubs
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Herb butter - 12 tubs
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Paper straws - 200 pieces
- Cardboard snack trays - 300 pieces
- Paper cups - 150 pieces
- Teaspoons - 100 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 6 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Rubber gloves - 4 pairs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Air freshener - 4 spray cans
- Bandages - 2 boxes
- Pens - 20 pieces
- Name stickers - 150 pieces
- Wristbands - 150 pieces
- Paper tape - 4 rolls
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Printer paper - 2 packs
Drink dispensersqty 4
Wok pansqty 6
Serving tablesqty 4
Thermos cupsqty 20
Ice packsqty 16
Labelsqty 100
Food containersqty 12
Cooling matsqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Mopqty 4
Bucketsqty 4
Dustpan and brushqty 2
Cleaning cart
Waste binsqty 10
Waste sorting binsqty 4

Other

Cash box
Payment terminal
Cash wallet for change
Walkie-talkiesqty 4
Flashlightsqty 4
First aid kit
Fire extinguisherqty 2
Program bookletsqty 120
Wristband holdersqty 2
Lost and found box

Tips

Plan 2–3 drinks per guest for the first hour and 1–2 drinks per hour afterward. Buy at least 10% extra glasses, cups and serving items so a broken or missing item does not interrupt service.
Match tableware to the final guest count: provide one plate, fork and knife per guest, plus at least one extra set for every 10 people. Order or collect fresh food no earlier than the day before when possible.
Confirm each performer’s technical requirements at least 7 days before the concert. Count microphones, stands, DI boxes, XLR cables, jack cables and power connections against the equipment list rather than assuming the venue supplies them.
Bring 10–15 metres of gaffer tape and label cables before setup. Pack spare batteries for battery lamps and allow one extension cord and power strip for every separate lighting or sound position.
Print the programme booklets and signage at least 1 day before the event. Keep 5–10 extra copies available, and check coat racks, hangers, tables and chairs before opening the venue.

Frequently asked questions

How many drinks do I need for a concert evening?: Plan 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Add around 10% extra for spills, breakage and unexpected guests.
How much tableware is needed for a concert?: Start with one plate, fork, knife and drinking glass per attendee, plus one extra set for every 10 people. For coffee service, allow one cup and spoon per expected coffee drinker, with at least 10% spare.
When should I confirm the concert’s technical equipment?: Confirm microphones, DI boxes, stands, cables, speakers, mixer and power requirements with the performers at least 7 days before the concert. Recheck the equipment on the setup day before unloading.
How early should I prepare concert programmes and signs?: Prepare and print programmes and signage at least 1 day before the event. Keep 5–10 spare programmes, depending on attendance, so late arrivals and damaged copies are covered.

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