What you need for a concert
A concert shopping list covers more than drinks and snacks. You may need stage sections, a podium step, sound equipment, cables, tableware and practical items for the audience area. Plan quantities from your confirmed attendance, then add a small buffer for breakages and last-minute guests. Check technical requirements with performers before buying or collecting anything, because missing cables, stands or power strips can delay the soundcheck.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Stage sectionsqty 6
- Stage steps
- Stage skirt
- High tablesqty 8
- Tablesqty 10
- Chairsqty 100
- Bar stoolsqty 6
- Coat racksqty 2
- Clothes hangersqty 120
Equipment
- Mixing console
- Main speakersqty 2
- Stage monitorsqty 4
- Microphonesqty 6
- Microphone standsqty 6
- DI boxesqty 4
- XLR cablesqty 12
- Jack cablesqty 8
- Cable reelsqty 6
- Power stripsqty 8
- Cable matsqty 10
- Laptop stand
- Spare batteriesqty 20
- Music standsqty 6
- Sound insulation panelsqty 4
Tableware
- Drinking glassesqty 120
- Wine glassesqty 80
- Coffee cupsqty 50
- Platesqty 120
- Forksqty 120
- Knivesqty 120
- Spoonsqty 80
- Serving plattersqty 12
- Serving utensilsqty 12
Kitchen
- Coolersqty 6
- Kettlesqty 2
- Coffee machinesqty 2
- Thermos flasksqty 4
- Cutting boardsqty 4
- Kitchen knivesqty 4
Lighting
- LED spotlightsqty 6
- Mood lightingqty 8
- String lightsqty 6
- Emergency lightsqty 4
Decorations
- Stage backdrop
- Balloon archesqty 2
- Tableclothsqty 12
- Program boardsqty 4
- Directional signsqty 8
- Table decorationsqty 12
Cleaning
- Waste binsqty 8
- Mopsqty 3
- Bucketsqty 3
- Cleaning carts
Catering
- Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White beer - 24 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Bitter lemon - 4 bottles
- Lime juice - 2 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Ice cubes - 20 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Cheese triangles - 6 boxes
- Brie - 6 pieces
- Mild cheese - 3 kilograms
- Dry sausage - 2 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 4 trays
- Carrots - 3 kilograms
- Hummus - 8 tubs
- Salsa - 6 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Baguettes - 12 pieces
- Butter - 2 kilograms
- Herb butter - 12 tubs
- Mini bread rolls - 150 pieces
- Mini sandwiches - 120 pieces
- Hummus wraps - 50 pieces
- Chicken satay - 100 pieces
- Vegetarian wraps - 50 pieces
- Vegan wraps - 30 pieces
- Herbs - 4 pots
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stir sticks - 250 pieces
- Cocktail picks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Rubber gloves - 6 pairs
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Duct tape - 4 rolls
- Highlighters - 2 sets
Tips
- Plan one drinking glass per guest per serving, plus at least 10% extra for breakages or glasses left around the venue. Add wine glasses and coffee cups only if those drinks are on your menu.
- For the sound setup, count every microphone, microphone stand, DI box and cable separately. Keep at least two spare XLR or jack cables and a set of reserve batteries on hand.
- Allow roughly 60 centimetres of table width per seated guest. If you use high tables or bar stools, confirm the layout before collecting furniture so entrances and cable runs remain clear.
- Buy or collect cable reels, power strips and cable mats before the equipment arrives. Run cables along the planned route and cover every crossing that guests or volunteers could use.
- Prepare snacks and drinks at least two hours before doors open, then chill drinks as soon as they arrive. Keep plates, forks, knives and napkins together at the serving point so volunteers do not have to search during the concert.
Frequently asked questions
- How many drinks do I need for a concert?
- For the first hour, plan on two to three drinks per person, then about one drink per person per hour. Add 10% extra for warm weather, performers and unexpected guests.
- How many chairs and tables do I need for a concert?
- Start with one chair for every guest who should be seated, then add 5% spare chairs if storage allows. For tables, allow about 60 centimetres of table edge per seated person and leave clear space for the stage and walkways.
- What sound equipment is needed for a small concert?
- A typical setup includes a mixing console, main speakers, microphones, microphone stands, cables and power strips. Confirm the performers' input list at least one week before the concert and match each instrument or vocal part to the required microphone or DI box.
- When should I buy or collect concert supplies?
- Collect furniture, tableware and non-perishable supplies two to three days before the concert. Check the sound equipment and cables at least one day beforehand, and finish the drinks and snack shopping no later than the morning of the event.
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