Concert party shopping list

A concert party needs more than food and drinks: guests also need clear entry points, performers need a working stage setup, and the sound system needs the right connections. Use this shopping list to check tables, seating, tableware, cooling supplies, microphones, cables, lighting and decorations before shopping. Plan quantities from your guest count, then add a small reserve for breakages, late arrivals and performers. Buy or collect technical equipment early enough to test it before the event.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Bar stoolsqty 4

Tableware

Platesqty 70
Glassesqty 80
Coffee cupsqty 30
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Instrument cablesqty 8
Extension cordsqty 6
Power stripsqty 6

Lighting

LED lightsqty 8
String lightsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 8
Menusqty 8
Welcome sign

Kitchen

Coolersqty 4
Ice containersqty 2
Coffee maker
Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 2
Cool bagsqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set
Cleaning glovesqty 4

Catering

Groceries
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Bitter lemon - 2 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 2 crates
- Pilsener - 4 crates
- White wine - 8 bottles
- Red wine - 5 bottles
- Rosé - 5 bottles
- Prosecco - 4 bottles
- Meatballs - 120 pieces
- Vegetarian bitterballen - 40 pieces
- Mini quiches - 60 pieces
- Cheese cubes - 2 kilos
- Grapes - 2 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Hummus - 6 tubs
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Mini wraps - 80 pieces
- Cream cheese - 6 tubs
- Smoked salmon - 1 kilo
- Chicken breast topping - 1 kilo
- Young cheese - 1 kilo
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Mint - 4 Bunches
- Ice cubes - 12 kilo
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles

Tips

Plan tableware for every guest plus around 10% extra: plates, glasses, cutlery and coffee cups are easy to underestimate when some are still being washed or used backstage.
For drinks, allow two to three servings per person for the first hour, then about one serving per person per hour. Chill drinks in coolers before guests arrive and keep a separate ice container for serving.
Check every audio item as one setup: speakers, mixer, microphones, microphone stands, speaker stands, instrument cables, extension cords and power strips. A missing cable can stop the sound check even when all main equipment is present.
Keep artist reception supplies separate from guest catering. Set aside serving platters, serving tongs, plates, glasses and drinks before doors open so performers are not dependent on the main buffet.
Buy or collect decorations and printed items at least one day ahead. Balloons, bunting, tablecloths, menus and the welcome sign should be ready before the stage and lighting cables are installed.

Frequently asked questions

What do I need for a concert party?: Plan for seating and tables, coat racks, bar stools, tableware, catering supplies, coolers, ice containers, a coffee maker or kettles, and the complete sound setup. The technical list should include speakers, a mixer, microphones, stands, instrument cables, extension cords and power strips. Add lighting, decorations and a welcome sign if the venue does not provide them.
How many glasses and plates do I need for a concert party?: Start with one plate and one glass per guest, then add about 10% extra for breakages, seconds and delayed washing. For 50 guests, that means at least 55 plates and 55 glasses. Add coffee cups and cutlery separately if coffee or a seated meal is planned.
How much ice do I need for a concert party?: Use roughly 1 kilogram of ice per guest when drinks must stay cold throughout the event, and more if the venue is warm or has no refrigerator. For 50 guests, prepare about 50 kilograms and keep it in ice containers rather than using all of it in serving glasses.
When should I buy supplies for a concert party?: Collect sound equipment, stands, cables and lighting at least 2 to 3 days before the party so you can test every connection. Buy fresh catering items and ice on the day itself, while decorations, tableware and printed materials should be ready at least 1 day beforehand.

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