What You Need for a Concert in a Hall

A concert in a hall needs more than instruments and tickets. You will need seating, a working registration and cloakroom setup, refreshments, and a complete sound and lighting connection. Check quantities against your audience size, then separate items to buy from equipment to collect or reserve. The most common last-minute problems are missing cables, too few cups, and no clear access to the hall or stage.

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What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 12
Coat racksqty 4
Stoolsqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Dessert platesqty 180
Forksqty 180
Spoonsqty 180
Coffee spoonsqty 180

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Small bowlsqty 20
Serving spoonsqty 8

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 10
Audio cablesqty 8
Power stripsqty 10
Extension cordsqty 10
Cable matsqty 12
Handheld microphone for announcements
Laptop
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Work lightsqty 4

Decorations

Stage drapesqty 4
Decorative plantsqty 8
Program standsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salted nuts - 4 bags
- Olives - 6 jars
- Cheese crackers - 6 packs
- Salted breadsticks - 6 packs
- Mini quiches - 180 pieces
- Savory puff pastry snacks - 180 pieces
- Vegetarian wraps - 60 pieces
- Mini rolls - 180 pieces
- Young cheese - 2 kilograms
- Hummus - 1 kilogram
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 60 pieces
- Brownies - 180 pieces
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan spread - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs

Tips

Plan one chair per registered visitor, plus a small reserve of 5–10% for late additions or damaged seats. Count tables separately for registration, catering and serving rather than assuming one table can cover every station.
For coffee service, allow one cup and spoon per expected guest, then add 10% extra. For a 100-person concert, that means at least 110 coffee cups and 110 coffee spoons, with enough glasses for water or other drinks.
Check the sound chain at least 3–5 days before the concert: microphones, stands, DI boxes, XLR cables, audio cables, speakers and subwoofers must match the artists’ requirements and the hall layout.
Count power strips and extension cords by stage and control position, not just by total quantity. Cover every cable crossing a walkway with cable mats before doors open, and keep emergency exits clear.
Collect or buy refreshments no later than the day before, unless the caterer delivers on the event day. Reserve time on the concert day for collecting equipment, arranging keys and access, and testing microphones and lighting before visitors arrive.

Frequently asked questions

What do I need to buy for a concert in a hall?: Plan for seating and serving items, including chairs, tables, cups, glasses, plates and cutlery. You also need coffee equipment and serving pieces, plus sound, lighting, power and cable-protection equipment that may be bought, borrowed or reserved.
How many chairs do I need for a concert?: Start with one chair per registered visitor and add 5–10% spare capacity. For 80 visitors, prepare 84–88 chairs, subject to the hall’s fire-safety limits and approved seating layout.
How many cups and glasses are needed for 100 guests?: Allow at least 110 coffee cups and 110 coffee spoons for 100 guests. Prepare around 110 glasses as well if water or other drinks are served throughout the concert.
When should I check the concert equipment?: Confirm availability and artist requirements 3–5 days before the concert. Collect or reserve equipment by the day before where possible, then test the sound system, microphones, power and stage lighting before doors open.

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