Concert shopping list: what to buy and bring

A concert needs more than instruments and a sound system. You also need admission wristbands, drinks, catering supplies, cable management, spare batteries and enough furniture for the audience and performers. Use the confirmed visitor list to calculate quantities, then separate technical gear from items that must be chilled or prepared on the day. Check the list at least one week before the concert so missing equipment can still be rented or bought.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
High tablesqty 12
Benchesqty 8
Chairsqty 80
Beer tablesqty 6
Clothes racksqty 2
Clothes hangersqty 120
Bar counter
Artist tablesqty 4

Equipment

PA system
Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
ISsqty 4
Instrument cablesqty 12
XLR cablesqty 16
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Spare batteriesqty 24
Walkie-talkiesqty 6
Power banksqty 4
Flashlightsqty 6
Laptop
Printer
Spare USB sticksqty 2

Lighting

LED stage lightsqty 8
Light standsqty 2
Mood lightingqty 12
Emergency lightingqty 4

Decorations

Backdrop cloth
Buntingqty 8
Decorative clothsqty 6
Adhesive stripsqty 4
Gaffer tapeqty 6
Program postersqty 20
Wayfinding signsqty 8
Directional signsqty 12

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Refrigeratorsqty 2

Catering

Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Bitter lemon - 12 bottles
- Ginger ale - 12 bottles
- Sparkling water - 24 bottles
- Still water - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemon slices - 3 kilos
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini rolls - 180 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1,5 kilo
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Arugula - 1 kilo
- Grapes - 5 kilos
- Apples - 5 kilo
- Mandarins - 4 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 kilo
- Party snacks - 4 kilos
- Olives - 3 kg
- Pickles - 2 kilo
- Crackers - 8 packs
- Knäckebröd - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Salt - 1 kilo
- Pepper - 250 gram
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Spice mix - 2 jars
- Napkins - 600 pieces
- Paper snack trays - 300 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Straws - 200 pieces
- Bottle openers - 4 pcs
- Paper towels - 12 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 4 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Paper towels - 12 packs
- Rubber gloves - 6 pairs
Drink cratesqty 10
Water dispensersqty 3
Menu boardsqty 4
Price cardsqty 12
Cash boxesqty 2
Payment terminalsqty 2
Receipt rollsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Waste binsqty 12
Trash grabbersqty 2

Entrance

Admission wristbandsqty 200
Admission ticketsqty 200
Wristband scissorsqty 2
Ink padsqty 2
Entrance pensqty 12
Coat check ticketsqty 250

Safety

First aid kitsqty 2
Flashlights for safetyqty 2
Non-slip matsqty 8
Cable rampsqty 10
Fire blanketsqty 2

Office

Run sheetsqty 12
Clipboardsqty 8
Ballpoint pensqty 30
Markersqty 12
Notepadsqty 12
Tapeqty 6
Writing boardsqty 4
Name stickersqty 100

Transport

Transport cartsqty 3
Ratchet strapsqty 8
Transport blanketsqty 12

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each following hour. Chill the first batch before doors open and keep a separate reserve for performers and volunteers.
Count chairs, benches and high tables against the final visitor list, not the expected turnout. Keep a small seating reserve for artists, older guests and anyone who cannot stand throughout the concert.
Test the PA system, mixing console, microphones, monitors and every cable before loading in. Pack spare batteries and at least one replacement cable for each cable type used on stage.
Bring cable trays, extension cords and power strips that cover the full route from the power source to the stage. Tape or cover every public crossing before visitors arrive, and keep emergency lighting separate from decorative lighting.
Buy wristbands, catering supplies and non-perishable drinks several days ahead. Leave only fresh food, ice and last-minute chilled drinks for the final shopping run, ideally on the morning of the concert.

Frequently asked questions

How many drinks 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 hour after that. Add a separate reserve for performers, crew and volunteers, usually two drinks per person for the full event.
How early should I buy supplies for a concert?: Buy non-perishable supplies, wristbands, batteries and technical consumables at least 5 to 7 days before the concert. Buy fresh catering items and ice within 24 hours of opening the doors.
What sound equipment do I need for a small concert?: At minimum, check the PA system, mixing console, speakers, stage monitors, microphones, microphone stands and instrument cables against the performers’ technical requirements. Test the complete signal chain no later than the day before the concert.
How many chairs and tables should I prepare for a concert?: Use the final visitor list to decide the seating and standing layout. As a practical starting point, provide one chair per guest who needs seated accommodation, then add at least 5% spare seating and separate tables for artists, catering and drinks.

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