What to Buy for a Concert

A concert needs more than instruments and sound equipment. This shopping list covers the practical items that keep the audience comfortable, the catering area usable and the stage ready on time. Plan drinks and tableware per guest, then check technical spares before the musicians arrive. Batteries, extension cords, cable protection and serving equipment are easy to overlook and difficult to replace once setup has started.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 100
Tablesqty 10
Coat racksqty 3

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 8

Decorations

Backdrop
Poster holdersqty 4

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 6
Corkscrewsqty 3
Kettlesqty 2
Coffee machinesqty 2

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 - 4 packs
- Orange juice - 4 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Mixed nuts - 4 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumber - 6 pieces
- Carrots - 3 kilos
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Butter - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 300 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
- Rubber gloves - 6 pairs
Drink dispensersqty 3
Thermos flasksqty 4
Ice packsqty 16

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Other

Wristbandsqty 120
Admission ticketsqty 120
Pensqty 12
Tapeqty 6
Cable tiesqty 200
Markersqty 6
First aid kit
Flashlightsqty 4

Tips

Plan around two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Include water separately, especially for performers and anyone working backstage.
Count tableware against your maximum audience, not your expected average. For a seated concert, prepare one plate, one cutlery set and one glass per guest, plus at least 10% extra.
Check all microphones, DI boxes, speakers and monitor speakers before loading. Pack spare batteries and keep at least one complete set of instrument and microphone cables available for failures.
Measure the distance from the power source to the stage before buying or collecting extension cords. Use power strips and cable trays only where their capacity and length match the equipment layout.
Finish catering supplies at least one day before the concert. Coolers, serving platters, serving spoons and corkscrews are commonly missed because they are not part of the technical setup.

Frequently asked questions

How many drinks do I need for a concert?: Plan two to three drinks per guest for the first hour, including water. Add about one drink per person for every additional hour, and keep extra water available for musicians and crew.
How much tableware should I buy for a concert?: Prepare one glass, plate and cutlery set per guest for a seated event, then add 10% spare. For 100 guests, that means at least 110 of each item used during service.
How many spare cables and batteries should I bring?: Bring at least one spare cable for every cable type used on stage, plus one complete backup set for microphones or instruments. Pack one fresh battery per wireless device and additional spares for a full concert day.
When should I prepare the concert shopping list?: Make the first check seven days before the concert, when missing equipment or supplies can still be arranged. Complete the shopping and pack catering supplies at least one day before setup.

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