Concert shopping list: what to buy and bring

A concert needs more than instruments and speakers. This shopping list helps you cover the items that are often missed until doors are about to open: serving supplies, cable protection, spare connections, lighting accessories and front-of-house equipment. Use the guest count to work out quantities for drinks and tableware, then check every technical item against the performers’ requirements. Buy or reserve disposable and hard-to-replace items at least 3–5 days before the concert.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Coat racksqty 3
Clothes hangersqty 180
Bollardsqty 12

Equipment

Stage sectionsqty 12
Stage stepsqty 2
Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
XLR cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 20
Laptop
USB sticksqty 3

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 4
Light filtersqty 12

Tableware

Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 40
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving traysqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 6
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8

Decorations

Stage backdropsqty 2
Buntingqty 6
Tableclothsqty 8
Directional signsqty 12
Welcome sign
Program standsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Safety vestsqty 8

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Orange soda - 12 bottles
- Tonic - 12 bottles
- Ginger ale - 12 bottles
- Beer - 240 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 4 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Snacks - 8 bags
- Popcorn - 8 bags
- Peanuts - 6 bags
- Cashews - 4 bags
- Olives - 4 jars
- Mini gherkins - 3 jars
- Cheese cubes - 5 kilos
- Brie - 2 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Mandarins - 4 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Baguettes - 20 pieces
- Mini bake-at-home rolls - 120 pieces
- Wraps - 80 pieces
- Herb butter - 12 tubs
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Italian herbs - 1 jar
- Garlic powder - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Stirrers - 300 pieces
- Coffee filters - 2 packs
- Teaspoons - 100 pieces
- Bar towels - 20 pieces
- Trash bags - 60 pieces
- Pedal bin liners - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Hand soap - 6 dispensers
- Paper towels - 12 packs
- Toilet freshener - 4 pieces
- Bandages - 2 boxes
- Disposable gloves - 4 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Gaffer Tape - 6 rolls
- Cable ties - 2 bags
- Labels - 2 packs
- Pens - 20 pieces

Tips

Plan 2–3 drinks per guest for the first hour, then add roughly 1 drink per person for each further hour. Include water for performers and crew, not only the audience.
Bring at least 10% more reusable cups than your expected attendance. If you expect 100 visitors, prepare about 110 cups so you are not short during the busiest period.
Count every cable run before setup and add 1–2 spare audio cables and extension cords. Cable mats should cover routes across entrances, aisles and other walking areas.
Reserve stage sections, steps, speakers, subwoofers, monitors and microphones together. Check the technical rider 7 days before the concert so missing connectors or stands can still be sourced.
Prepare 1 clearly labelled USB stick with the final program or playback files, plus a backup copy. Keep work lights available for setup and pack-down when the venue lighting is off.

Frequently asked questions

How many drinks do I need for a concert?: Allow 2–3 drinks per person for the first hour and about 1 additional drink per person for every extra hour. Add water for artists, volunteers and technical crew separately.
How many reusable cups should I buy for 100 concert guests?: Prepare at least 110 cups for 100 guests, which gives you a 10% buffer for cups left at tables or waiting to be washed. Increase the number if there is no washing station during the event.
How early should I check concert equipment and cables?: Check the performers’ technical requirements and all reserved equipment at least 7 days before the concert. Do a complete cable and power check on the day before doors open.
What should I bring for concert lighting?: Plan the LED spotlights, light stands, light controller, work lights and filters together. Have the lighting setup ready several hours before the audience arrives, with work lights available for safe setup and pack-down.

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