What you need for a concert

A concert shopping list needs more than drinks and snacks. You’ll need serving items for the catering table, reusable glasses and cups, cooling equipment, signs, furniture and the cables that connect the sound system safely. Check quantities against your audience size, performers and venue before shopping. Buy or collect everything at least one day before the concert, then chill drinks and test equipment before guests arrive.

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What to bring

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

Furniture

High tablesqty 8
Foldable tablesqty 6
Chairsqty 80
Coat racksqty 2
Waste binsqty 6

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Monitor speakersqty 2
XLR cablesqty 10
Audio cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Cable traysqty 8

Lighting

LED spotlightsqty 6
Light standsqty 2
Mood lightingqty 4

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 4
Small bowlsqty 12
Serving spoonsqty 8
Thermos flasksqty 4

Decorations

Arrival Signsqty 4
Tableclothsqty 8
Stage drapesqty 4
Wristbandsqty 120

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Beer - 6 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Mini wraps - 120 pieces
- Hummus - 8 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken - 2 kilograms
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Mixed salad - 2 kilogram
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salted nuts - 8 bags
- Olives - 8 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- 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
- Sponges - 6 pieces
- Cleaning cloths - 12 pieces
- Hand soap - 4 bottles

Tips

Plan around two to three drinks per person for the first hour, then add one drink per person for each additional hour. Keep extra water available for performers and staff.
Allow one reusable glass per guest, plus at least 10% extra for breakage or slow returns. For coffee, plan one cup per expected coffee drinker and keep spare cups near the catering table.
Match serving supplies to the food you are actually offering: provide one plate and cutlery set per portion, then add 10% extra. Small bowls and serving spoons are easy to forget until catering is ready.
Check every microphone, DI box, monitor speaker, mixer, speaker and subwoofer before the concert. Have enough XLR and audio cables for every connection, plus extension cords and power strips that reach the equipment without crossing walkways.
Prepare arrival signs, tablecloths, coat racks and waste bins before doors open. Put cable trays in place during setup, not after the audience arrives, and keep at least one clear route to the stage and entrance.

Frequently asked questions

What drinks and serving supplies do I need for a concert?: Plan two to three drinks per person for the first hour and one additional drink per person for every later hour. Provide at least one glass per guest, 10% extra, plus coffee cups, plates, cutlery and serving utensils if food is included.
How many glasses do I need for a concert?: Start with one reusable glass per expected guest and add 10% extra. For 100 guests, that means at least 110 glasses, with more if guests are likely to leave drinks around the venue.
When should I buy concert supplies?: Buy or collect non-perishable supplies at least one day before the concert. Chill drinks several hours before doors open, and finish equipment and cable checks before the final setup period.
What sound equipment and cables are needed for a concert?: The basic setup includes speakers, subwoofers, a mixer, microphones, microphone stands, DI boxes and monitor speakers. Count one suitable cable for each connection, then keep spare XLR and audio cables, extension cords and power strips available.

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