What you need for a dinner concert

A dinner concert combines a seated meal with live music, so your shopping list covers more than food and drinks. You need enough tableware for every course, serving pieces, chilled beverages and the equipment musicians need to perform without interruptions. Count supplies against the final guest list, then add a small buffer for breakage and dietary meals. Buy non-perishables early, but leave fresh groceries and chilled drinks until close to the event.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 4
Coat racksqty 2
Tableclothsqty 8
Napkin ringsqty 60

Tableware

Dinner platesqty 70
Dessert platesqty 70
Soup bowlsqty 70
Coffee cupsqty 60
Water glassesqty 70
Wine glassesqty 70
Champagne glassesqty 60
Dinner cutleryqty 70
Dessert cutleryqty 70
Serving spoonsqty 12
Carafesqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Music standsqty 4
Instrument cablesqty 6
Extension cordsqty 6
Power stripsqty 6
DI boxesqty 2
Laptop

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Roasting pansqty 4
Cooking potsqty 4
Baking dishesqty 6
Baking traysqty 4
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Kitchen tongsqty 6
Serving spoonsqty 8
Oven mittsqty 4

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Menusqty 60
Name badgesqty 60
Welcome sign

Lighting

Atmosphere lightsqty 12
String lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 3

Catering

Groceries
- Baguettes - 10 pieces
- Butter - 1 kilo
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Red onions - 2 kilos
- Yellow onions - 2 kilos
- Garlic - 6 bulbs
- Carrots - 3 kilos
- Celery - 1 kilo
- Leeks - 2 kilos
- Bell peppers - 2 kilos
- Zucchinis - 2 kilos
- Mushrooms - 2 kilos
- Cherry tomatoes - 2 kilos
- Cucumbers - 6 pieces
- Mixed salad - 2 kilos
- Potatoes - 8 kilos
- Fresh herbs - 12 bunches
- Lemons - 20 pieces
- Apples - 4 kilos
- Grapes - 3 kilos
- Cream - 6 liters
- Milk - 8 liters
- Eggs - 60 pieces
- Yogurt - 4 kilos
- Mascarpone - 3 kilo
- Grated cheese - 2 kilos
- Parmesan cheese - 1 kilo
- Feta - 1 kilo
- Chicken breast - 8 kilos
- Salmon fillet - 5 kilos
- Lentils - 3 kilos
- Vegetable stock - 6 liters
- Chicken broth - 6 liters
- Diced tomatoes - 12 cans
- Coconut milk - 6 cans
- Balsamic vinegar - 2 bottles
- White wine vinegar - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Soy sauce - 2 bottles
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Cumin - 100 grams
- Chili flakes - 100 grams
- Dried oregano - 100 grams
- Granulated sugar - 2 kilos
- Powdered sugar - 1 kilo
- Wheat flour - 2 kilos
- Gelatin - 2 boxes
- Vanilla sugar - 4 sachets
- Coffee - 3 packs
- Tea - 2 boxes
- Honey - 1 jar
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Red wine - 12 bottles
- White wine - 12 bottles
- Sparkling wine - 8 bottles
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- Ice cubes - 12 kilo
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces

Tips

Count dinner plates, dessert plates, soup bowls and cutlery by guest, then add 10% extra. A three-course dinner needs one place setting per guest plus spare pieces for replacements.
Plan drinks by service, not just by guest count: allow two to three drinks per person during the first hour, then about one drink per person per hour. Chill water, wine and other drinks before guests arrive.
Prepare clearly labelled meals for dietary requirements. Keep at least one separate serving utensil for each special meal so sauces or garnishes do not get mixed up.
Check the live-music setup as one system: speakers, mixer, microphones, stands, cables, DI boxes, extension cords and power strips must match the musicians’ needs. Test everything before the dinner starts.
Buy fresh vegetables and other short-life ingredients no more than one or two days before the concert. Prepare sauces, dressings and dessert ahead where possible, but keep cut vegetables chilled until service.

Frequently asked questions

How much tableware do I need for a dinner concert?: Use the final guest count as your base and add 10% spare pieces. For 40 guests, that means at least 44 dinner plates, dessert plates and matching cutlery, plus bowls and serving utensils for the planned menu.
How many drinks should I buy for a dinner concert?: Allow two to three drinks per guest for the first hour, followed by about one drink per person per hour. For 40 guests over four hours, plan roughly 200 to 240 drinks, including water and non-alcoholic options.
When should I buy groceries for a dinner concert?: Buy non-perishable items several days in advance and check the complete shopping list before the event week. Buy fresh groceries one or two days before the concert, then chill drinks and prepare longer-lasting components the day before.
What sound equipment is needed for a dinner concert?: At minimum, confirm the musicians’ requirements for speakers, a mixer, microphones, stands, instrument cables, DI boxes, extension cords and power strips. Test the complete setup at least one day before the event and keep spare cables available.

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