What to buy for a crossover concert

A crossover concert needs more than instruments and a sound system. You also need the practical supplies that keep performers, crew and guests comfortable from load-in to closing time. Use the equipment plan for stage, audio and lighting, then check consumables separately before shopping. The items most often missed are spare batteries, cable management, tableware and enough chilled drinks for the first part of the event.

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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 110
High tablesqty 10
Buffet tablesqty 6
Foldable tablesqty 4
Artist benchesqty 4
Clothes racksqty 2

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Instrument cablesqty 15
XLR cablesqty 20
Headphonesqty 2
Laptop
Spare batteriesqty 24
Cable matsqty 12
Gaffer tapeqty 6
Cable tiesqty 100
Cash box
Payment terminal
Walkie-talkiesqty 6
Notice boardsqty 3

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Light controller
Extension cordsqty 12
Power stripsqty 8

Tableware

Glassesqty 120
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 12

Decorations

Backdrop cloth
Buntingqty 12
Tableclothsqty 10
Flower arrangementsqty 8
Program standsqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 cans
- Ice cubes - 20 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Nacho cheese dip - 6 jars
- Salted peanuts - 4 kilograms
- Cashews - 3 kilograms
- Olives - 4 jars
- Pickles - 4 jars
- Grapes - 8 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Cucumbers - 4 kilogram
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Peppers - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Herb cheese - 2 kilograms
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Wraps - 12 packs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Falafel - 4 kilograms
- Vegetarian spreads - 3 kilograms
- Chicken satay - 5 kilogram
- Vegetarian skewers - 4 kilogram
- Mini quiches - 250 pieces
- Mini spring rolls - 250 pieces
- Puff pastry snacks - 250 pieces
- Garlic sauce - 2 liters
- Cocktail sauce - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Satay sauce - 3 liter
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Olive oil - 2 liters
- Butter - 2 kilograms
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dishwasher tablets - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Kitchen gloves - 6 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 3 boxes
- Food containers - 30 pieces

Tips

Allow 2–3 drinks per guest for the first hour, then add about 1 drink per person for each additional hour. Chill the first batch before the venue opens and keep reserve stock accessible.
Count microphones, DI boxes and instrument cables against the confirmed performer setup, not just the number of acts. Add at least 2 spare instrument or XLR cables so one failure does not stop the changeover.
Buy spare batteries for every battery-powered microphone, controller or other device, plus one additional replacement set per device. Test them before the performers arrive rather than discovering a problem during soundcheck.
Plan cable protection for every route crossing a walkway: use cable mats, then secure loose runs with gaffer tape and cable ties. Bring more tape and ties than the floor plan appears to require, especially around the mixer and stage.
Match glasses, coffee cups and serving items to your registration count, then add roughly 10% extra. Guests and crew use more tableware than expected when catering, drinks and coffee are served at the same time.

Frequently asked questions

How many drinks do I need for a crossover concert?: Plan 2–3 drinks per guest for the first hour, followed by about 1 drink per person per additional hour. Add around 10% extra if guests cannot easily buy or refill drinks elsewhere.
How many spare cables should I buy for a concert?: Keep at least 2 spare instrument or XLR cables available, even when the technical plan is complete. For a larger setup with several performers, add one spare cable for each main cable type used on stage.
When should I chill the drinks for the concert?: Chill the first service batch several hours before doors open; overnight is safer for a larger audience. Keep reserve drinks separate so they can be replenished without delaying the crew.
How much extra tableware should I buy for a concert?: Use the registration count as your baseline and add about 10% for glasses and coffee cups. For 100 guests, that means preparing roughly 110 of each item before catering starts.

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