What you need for a concert evening

Use this shopping list to prepare the venue, bar, catering area and stage for a concert evening. It covers guest service items such as reusable glasses, plates and cutlery, as well as technical essentials including cables, power strips and spare batteries. Buy or collect disposable and shelf-stable supplies at least two days ahead, then chill drinks the day before. Check artist requirements before buying equipment, because microphones, DI boxes and speaker needs vary by performance.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 100
High tablesqty 10
Buffet tablesqty 4
Coat racksqty 3
Dressing room tablesqty 2
Changing room chairsqty 8

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixer
Dynamic microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
XLR cablesqty 12
Extension cordsqty 4
Power stripsqty 8
Cable matsqty 12
Gaffer tapeqty 6
Laptop
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
LED work lightsqty 4
Light standsqty 2

Decorations

Concert bannersqty 3
Tableclothsqty 12
Wayfinding signsqty 8
Program postersqty 10
Coat hangersqty 120
Cloakroom numbersqty 150

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Coolersqty 3
Pouring jugsqty 8
Thermos flasksqty 4
Storage binsqty 12
Cutting boardsqty 4
Chef's knifeqty 4

Cleaning

Waste binsqty 8
Recycling binsqty 4
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Toilet brushesqty 4
Cleaning glovesqty 8

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 20 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Olives - 4 jars
- Grapes - 4 kilograms
- Apples - 4 kilograms
- Mandarins - 3 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilograms
- Hummus - 8 tubs
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Salami - 2 kilograms
- Vegetarian spreads - 8 tubs
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Crackers - 8 packs
- Wraps - 6 packs
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Green salad - 5 kilograms
- Vinaigrette - 3 bottles
- Mini quiches - 150 pieces
- Vegetarian snacks - 150 pieces
- Vegan snacks - 80 pieces
- Gluten-free crackers - 4 packs
- Cookies - 8 packs
- Chocolate bars - 100 pieces
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Stir sticks - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 60 pieces
- Plastic gloves - 2 boxes
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Tips

Plan for 2–3 drinks per guest during the first hour, then about 1 drink per hour after that. Add non-alcoholic options and keep enough reusable drinking glasses in circulation for the full audience.
Buy catering quantities from the confirmed visitor list, then add roughly 10% extra plates, cutlery and serving portions. Dietary requirements should be checked before placing the food order, not when guests arrive.
Test the PA speakers, subwoofers, mixer, microphones and DI boxes at least one day before the concert. Pack spare batteries, instrument cables, XLR cables and gaffer tape in a separate technical box.
Count power points before setup: extension cords and power strips should reach the stage, bar and lighting positions without crossing walkways. Cover every cable that runs across a route with cable mats before doors open.
Collect venue keys, inspect the room and bring all materials indoors before setting tables and chairs. Coat racks, tablecloths, concert banners and LED work lights are easy to overlook when the stage equipment gets priority.

Frequently asked questions

What drinks do I need for a concert evening?: Allow 2–3 drinks per person for the first hour and about 1 drink per person for each additional hour. Include water and other non-alcoholic drinks, and chill the drinks at least 12 hours before guests arrive.
How many glasses, plates and cutlery sets should I buy?: Prepare at least 1.2 reusable glasses, plates and cutlery sets per expected guest when washing or collecting items during the evening is possible. Without that turnaround, plan for 2 sets per guest.
When should I buy equipment and concert supplies?: Confirm technical requirements with each artist at least 7 days before the concert. Buy shelf-stable catering, batteries, cables and serving supplies 2–3 days ahead, and test the complete setup the day before.
What cables and power supplies are needed for a concert?: Prepare XLR cables, instrument cables, DI boxes, extension cords, power strips, cable mats and gaffer tape. Keep at least 1 spare cable of each commonly used type and test every connection before soundcheck.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.