What you need for a dress rehearsal concert

Use this shopping list to prepare a dress rehearsal that works for both performers and visitors. It covers the easily missed items around sound, lighting, catering, drinks, seating and the entrance. Buy or collect consumables early, then cool drinks and prepare snacks on the day. Check technical requirements with every artist before hiring or picking up equipment, especially microphones, DI boxes, cables and power supplies.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Coat racksqty 2
Stoolsqty 6
Dressing tablesqty 2
Stage sectionsqty 6
Changing room chairsqty 8

Equipment

Mixing console
Speakersqty 2
Speaker standsqty 2
Stage monitorqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Instrument cablesqty 8
Microphone cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
Cable traysqty 6
Music standsqty 6
Spare batteriesqty 12
Music stand lightsqty 4
Gaffer tapeqty 6
Cable tiesqty 100

Lighting

Stage lightsqty 4
Mood lightingqty 2
Light standsqty 2

Tableware

Water glassesqty 80
Wine glassesqty 50
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Small bowlsqty 12
Storage binsqty 8

Decorations

Tableclothsqty 8
Stage backdrop
Program standsqty 4
Name badgesqty 10
Pensqty 12
Program flyersqty 80

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 2 bottles
- Beer - 5 crates
- Alcohol-free beer - 1 crate
- White wine - 8 bottles
- Red wine - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 10 bags
- Baguettes - 8 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Grapes - 4 kilos
- Apples - 4 kilos
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Mixed nuts - 2 kilos
- Olives - 4 jars
- Cookies - 6 packs
- Brownies - 60
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Coffee filters - 1 pack
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 2 packs
- Kitchen gloves - 2 packs

Cleaning

Trash binsqty 6
Mopsqty 2
Bucketsqty 2
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Tips

Plan drinks by hour: allow two to three drinks per person for the first hour, then one to two for each additional hour. Chill them several hours before doors open, and keep still water available for every performer.
Do not leave technical shopping until the rehearsal day. Confirm microphone, DI box, cable and monitor needs with the artists at least 3–5 days beforehand, then bring spare batteries and more cables than the stage plan requires.
Count place settings from the visitor list, not the room capacity. Have one plate, cutlery set, glass and napkin per expected guest, plus roughly 10% extra for breakages, late additions and the catering team.
Cable management is part of the shopping list. Bring extension cords, power strips, cable reels and cable trays, then tape every cable crossing a walkway before the sound check starts.
The entrance is easy to under-prepare. Set out coat racks, stools and a clear registration surface before guests arrive, and keep a separate supply of cups, plates and cutlery near the buffet so people do not queue at the stage area.

Frequently asked questions

What drinks should I buy for a dress rehearsal concert?: Allow two to three drinks per person for the first hour and one to two for every hour after that. Include still water for all performers and chill the drinks at least 3 hours before serving.
How many plates and glasses do I need for the concert?: Start with one plate, cutlery set and drinking glass per expected visitor, then add about 10% extra. For example, 50 guests means at least 55 of each frequently used item.
When should I check the concert equipment list?: Confirm technical requirements with the artists 3–5 days before the dress rehearsal. Recheck the shopping and collection list the day before, so missing cables, batteries or stands can still be replaced.
What cables and power supplies are needed for a dress rehearsal?: Prepare extension cords, power strips, cable reels and cable trays alongside the mixing console, speakers, microphones and lighting. Keep at least two spare signal cables and spare batteries available on the day.

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