Concert shopping list: what to buy and bring
A concert shopping list covers more than drinks for the audience. You also need serving items, spare batteries, cable supplies and practical backstage equipment, especially if several artists are performing. Check the technical requirements before shopping, then match every item to the expected audience size and program length. Buy, collect or reserve anything with limited availability several days ahead, and leave only fresh refreshments for the final day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 160
- Foldable tablesqty 12
- Bar stoolsqty 8
- Coat racksqty 3
- Dressing room tablesqty 4
- Changing room chairsqty 12
Equipment
- PA speakersqty 2
- Subwoofersqty 2
- Mixing console
- Vocal microphonesqty 4
- Microphone standsqty 4
- Stage monitorsqty 3
- DI boxesqty 4
- XLR cablesqty 12
- Jack cablesqty 8
- Cable reelsqty 4
- Extension cordsqty 8
- Instrument amplifiersqty 3
- Keyboard standsqty 2
- Lectern lampsqty 4
- Cable traysqty 12
- Gaffer tapeqty 6
- AA batteriesqty 24
- AAA batteriesqty 12
Lighting
- Stage spotlightsqty 6
- LED light barsqty 4
- Light standsqty 2
- Mood lightingqty 8
- Spare bulbsqty 6
Tableware
- Reusable drinking glassesqty 200
- Coffee cupsqty 80
- Platesqty 80
- Pastry platesqty 180
- Forksqty 180
- Dessert spoonsqty 180
- Serving plattersqty 20
- Serving tongsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Drink dispensersqty 3
- Cutting boardsqty 3
- Bread knivesqty 3
- Kitchen knivesqty 3
- Serving trays with lidsqty 8
Decorations
- Tableclothsqty 12
- Stage backdrop
- Welcome sign
- Program standsqty 4
- Number signsqty 12
Cleaning
- Waste binsqty 8
- Broom setsqty 3
- Mop headsqty 3
- Cleaning bucketsqty 3
- Microfiber clothsqty 12
Catering
- Groceries
- Coffee - 4 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 4 kilos
- Bananas - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed snacks - 5 bags
- Mixed nuts - 2 kilos
- Olives - 2 kilos
- Mini wraps - 240 pieces
- Falafel - 3 kilos
- Garlic sauce - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 3 rolls
- Dishwasher tablets - 1 box
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
Tips
- Plan two to three drinks per person for the first hour, then one additional drink per person for each following hour. Add water separately so guests and artists are not relying only on soft drinks.
- Count reusable drinking glasses against your expected peak audience, not just total attendance. A practical starting point is one glass per guest plus 10% extra, unless you have a washing point on site.
- Keep spare AA and AAA batteries at the entrance desk and backstage. Allow at least two spare packs of each type for microphones, lamps, remotes and other battery-powered equipment.
- Buy gaffer tape, cable ties and extension cords before the technical setup begins. Keep the tape and cable reels together so volunteers can fix loose XLR, jack and power cables without searching during the show.
- Chill drinks at least four hours before doors open and prepare the entrance desk before the venue opens. Put tickets, directions and registration information in one place so the first guests do not wait while supplies are unpacked.
Frequently asked questions
- How many drinks do I need for a concert?
- Plan two to three drinks per person during the first hour, then one more drink per person for every additional hour. Add extra water for artists, volunteers and anyone working backstage.
- How many reusable glasses should I buy for a concert?
- Start with one reusable glass per expected guest, plus 10% spare capacity. For 100 guests, that means 110 glasses unless you can wash and reuse them during the event.
- What should I buy for concert cables and power?
- Have extension cords, cable reels, cable trays, gaffer tape, XLR cables and jack cables ready before technical setup. Check the artists' technical requirements at least one week in advance so missing connections can still be sourced.
- When should I buy concert supplies?
- Reserve equipment, furniture and lighting several days to weeks ahead, depending on availability. Buy drinks, batteries, tape and other consumables no later than the day before, then chill the drinks at least four hours before opening.
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