What you need for a debut concert

A debut concert needs more than instruments and a stage. Your shopping list also has to cover audience comfort, front-of-house service, backstage needs, and the technical setup that is easy to overlook. Plan drinks and snacks by guest numbers, then check every cable, stand, adapter, and power lead against the artist requirements. Buy disposable supplies and refreshments early enough to chill drinks before doors open, and arrange bulky equipment around the loading route.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 6
Dining tablesqty 8
Chairsqty 90
Bar matsqty 2
Coat racksqty 2
Waste binsqty 6

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Stage monitorsqty 3
Wireless microphonesqty 3
Wired microphonesqty 4
Microphone standsqty 7
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Speaker cablesqty 6
Cable reelsqty 6
Extension cordsqty 10
Cable traysqty 8
Instrument amplifiersqty 3
Drum kit
Keyboard stand
Music standsqty 5
Laptop for music
USB stickqty 2

Lighting

LED stage lightsqty 6
Light standsqty 2
Lighting Console
Mood lightingqty 8
Battery lampsqty 6
Extension cordsqty 8
Spare batteriesqty 24

Tableware

Drinking glassesqty 100
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Small bowlsqty 12
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Scissorsqty 3

Decorations

Stage drapesqty 4
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 14
Wayfinding signsqty 8
Adhesive hooksqty 24

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 20

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Spa Blauw - 36 bottles
- Spa Rood - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Salted peanuts - 3 bags
- Party nuts - 3 bags
- Salty sticks - 4 bags
- Olives - 4 jars
- Pickles - 2 jars
- Cheese cubes - 3 kilo
- Brie - 1.5 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 12 pieces
- Wholegrain crackers - 8 packs
- Rice cakes - 4 packs
- Grapes - 5 kilos
- Apples - 40 pieces
- Mandarins - 40 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Herb cream cheese - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Butter - 1 kilo
- Jam - 2 jars
- Honey - 1 jar
- Gluten-free crackers - 3 packs
- Gluten-free bread - 3 loaves
- Vegan spread - 4 packs
- Vegan cheese - 1 kilo
- Vegan wraps - 4 packs
- Mini wraps - 8 packs
- Falafel - 3 kilos
- Yogurt dressing - 3 bottles
- Garlic sauce - 2 bottles
- Napkins - 400 pieces
- Paper straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 3 rolls
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Paper towels - 8 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person per additional hour. Include water for performers and crew, not just the audience.
Allow one snack portion per guest and keep dietary requirements separate and clearly labelled. Order catering only after registrations and dietary responses have been checked.
Count every microphone, stand, DI box, XLR cable, jack cable, speaker cable, extension cord, and cable reel against the final stage plan. Add at least two spare signal cables and one spare extension cord.
Measure the venue entrance, stage area, and loading route before buying or collecting stage sections, steps, tables, chairs, coat racks, and waste bins. A piece of equipment that cannot pass through the entrance is not a useful spare.
Prepare a small technical backup kit with gaffer tape, cable ties, batteries, adapters, and a USB stick containing the music files. Keep it at the mixing console rather than in a vehicle or locked storage room.

Frequently asked questions

How many drinks do I need for a debut concert?: For the first hour, plan on two to three drinks per person. Add one drink per person for every following hour, and include extra water for artists, volunteers, and technical crew.
How much food should I buy for a debut concert?: Plan one snack portion per guest, plus a separate supply for performers and crew. Confirm dietary requirements before ordering and keep labelled alternatives available throughout the event.
How many spare cables should I bring to a concert?: Bring at least two spare signal cables and one spare extension cord, in addition to the cables required by the final setup. Check cable lengths and connector types at least one day before the concert.
When should I buy supplies for a debut concert?: Buy non-perishable supplies and technical consumables at least three to seven days beforehand. Purchase fresh food and chill drinks on the day, allowing enough time for delivery, storage, and setup before doors open.

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