What you need for a concert in a hall

A concert in a hall needs more than chairs and instruments. You will need serving items for the catering, reliable power and audio connections, stage lighting, and practical supplies for performers and guests. Use this shopping list to check what must be bought, borrowed or collected before setup day. The quantities depend on your audience size, programme and catering menu, so confirm registrations and dietary requirements before you shop.

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What to bring

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

Furniture

Chairsqty 140
Tablesqty 12
Stage sectionsqty 8
Stoolsqty 8
Coat racksqty 3
Dressing room tablesqty 4

Tableware

Drinking glassesqty 180
Wine glassesqty 120
Coffee cupsqty 120
Platesqty 160
Pastry forksqty 160
Teaspoonsqty 120
Serving spoonsqty 8

Equipment

Mixer
Speakersqty 2
Monitor the stageqty 2
Microphonesqty 6
Microphone standsqty 6
Music standsqty 30
Slide projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
DI boxesqty 4
Laptop

Lighting

Stage spotlightsqty 6
Light standsqty 3
Atmosphere lightsqty 12
LED lightsqty 8

Decorations

Backdrop cloth
Tableclothsqty 12
Flower arrangementsqty 8
Program boardsqty 4
Directional signsqty 12

Catering

Refrigeratorsqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Ice cube traysqty 4
Serving traysqty 8
Small bowlsqty 20
Cool bagsqty 4
Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 2 crates
- Pils - 4 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Ice cubes - 20 kilograms
- Toast - 12 packs
- Baguettes - 12 pieces
- Butter - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Brie - 1,5 kilogram
- Young cheese - 2 kilograms
- Grapes - 5 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Mini quiches - 160 pieces
- Cheese bites - 160 pieces
- Vega spring rolls - 160 pieces
- Gluten-free crackers - 4 packs
- Vegan spreads - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Apple pie - 6 pieces
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Whipped cream - 6 cans
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Stirrers - 300 pieces
- Straws - 200 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 4 packs
- Kitchen gloves - 2 boxes
- Aluminum serving trays - 20 pieces
- Food cling film - 2 rolls
- Cash register envelopes - 20 pieces
- Stationery - 2 packs
- Printer paper - 2 packs

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Serving tongsqty 8
Kitchen countertopsqty 6
Oven mittsqty 4
Bottle openersqty 4
Corkscrewsqty 3

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4
Warning signsqty 4

Other

Cash register
Cash box
Payment terminal
Admission wristbandsqty 150
Program standsqty 6
Clipboardsqty 4
Pensqty 20
Name stickersqty 150
Gaffer tapeqty 8
Cable tiesqty 200
Scissorsqty 6
Toolboxqty 2
First aid kit

Tips

Count chairs, glasses, cups and plates against the confirmed registration list, then add around 10% spare tableware for late arrivals, breakages and seconds.
Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Buy separate options for water, coffee and any other drinks on your catering menu.
Check every technical item before the concert, especially microphones, microphone stands, DI boxes, extension cords, power strips and cable reels. Bring at least one spare connection route for equipment that cannot be replaced quickly.
Measure the stage and seating layout before collecting stage sections, stools, music stands and lighting stands. A layout that fits on paper may block escape routes or leave too little space for performers.
Prepare catering supplies at least one day before the concert and collect keys, rented equipment and projection items early enough to test them in the hall before guests arrive.

Frequently asked questions

How many chairs do I need for a concert in a hall?: Start with one chair for every confirmed guest and add 5–10% spare chairs. For 120 registrations, prepare 126 to 132 chairs so you can cover late changes without rearranging the room.
How much tableware do I need for a concert reception?: Prepare at least 1.2 glasses, cups and plates per expected guest, plus serving spoons and pastry forks for the full catering menu. For 100 guests, that means about 120 of each frequently used item.
When should I buy the food and drinks for a concert?: Buy shelf-stable drinks, napkins and tableware 2–3 days ahead. Purchase fresh food the day before, then check dietary requirements and the final registration count before placing the last order.
How many microphones and cables are needed for a concert?: Count one microphone and stand for each simultaneous vocalist or speaker, then add one spare microphone if the programme depends on live announcements. Prepare enough extension cords, power strips and cable reels to reach every powered device without crossing walkways.

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