Concert shopping list: what to buy and bring

A concert needs more than instruments and speakers. Before shopping, check the final visitor list, the artists’ technical requirements and the venue’s existing equipment. Plan separate supplies for the audience, performers and crew, including drinks, serving items, lighting and cable access. This list helps you prepare the practical essentials before the venue opens, so you are not still buying ice, cups or extension cords during soundcheck.

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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
Foldable tablesqty 3
Coat racksqty 2

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
D.I. boxesqty 4
Instrument cablesqty 12
XLR cablesqty 15
Power stripsqty 8
Extension cordsqty 10

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 4
Battery lampsqty 6

Tableware

Glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120

Kitchen

Coolersqty 4
Drink dispensersqty 2
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 6
Cutting boardsqty 3
Knivesqty 4

Decorations

Stage drapesqty 4
Buntingqty 8
Tapeqty 6
Directional signsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 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 - 6 liters
- Oat milk - 3 liters
- Lemons - 10 pieces
- Ice cubes - 10 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Salted peanuts - 4 bags
- Olives - 4 jars
- Grapes - 6 packs
- Apples - 30 pieces
- Carrots - 3 kilogram
- Cucumbers - 5 pieces
- Cherry tomatoes - 3 kilograms
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Crackers - 8 packs
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 250 pieces
- Paper cups - 150 pieces
- Coffee filters - 2 packs
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- All-purpose cleaner - 2 bottles

Tips

Plan drinks by attendance: allow 2–3 drinks per person for the first hour, then about 1 drink per person per additional hour. Chill the first batch before doors open and keep reserve drinks in coolers.
Buy at least 10% more glasses, coffee cups, plates and cutlery sets than the final visitor count. Extra tableware covers breakage, volunteers and performers without creating a shortage during the concert.
Check the artists’ input list before buying or collecting technical equipment. Count microphones, microphone stands, D.I. boxes, instrument cables and XLR cables against the stage plan at least 3 days before the concert.
Bring more cable length than the direct stage distance suggests: keep spare extension cords and power strips available for the mixing console, lighting and stage monitors. Tape or secure cable runs before the first guest enters.
Prepare the bar and serving station before doors open. Fill drink dispensers, arrange serving trays and set out battery lamps so staff can serve safely if the venue lighting is dim.

Frequently asked questions

How many drinks do I need for a concert?: Plan 2–3 drinks per person for the first hour and about 1 drink per person for each additional hour. Add a 10% buffer for performers, crew and unexpected guests.
How many glasses and plates should I buy for a concert?: Use the final visitor count as your base and add at least 10%. For 100 visitors, prepare about 110 glasses, plates and cutlery sets, plus coffee cups if coffee is being served.
When should I check the concert equipment list?: Check the list at least 3 days before the concert, then do a final count when equipment is collected. This gives you time to replace missing cables, stands or microphones before setup.
When should drinks be chilled for a concert?: Chill the first serving batch several hours before doors open. Put reserve drinks in coolers before the audience arrives, and keep a separate supply available for artists and crew.

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