What to Buy for an Easter Concert

An Easter concert needs more than instruments and sheet music. Plan refreshments for the audience and performers, serving items, payment supplies and technical spares before shopping day. For a two-hour concert with 50 guests, allow about 75 cups of coffee or tea, 60 glasses of water and 50 pastry portions, then adjust for your registration numbers. Check which equipment the venue already provides, especially microphones, speakers, cables and power strips, so you do not buy or transport duplicates.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Cash register table
Clothing rackqty 2
Stoolsqty 8
Stage sectionsqty 8
Coat hangersqty 150
Cloakroom numbersqty 150

Equipment

Music standsqty 45
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixing console
Amplifier
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Piano bench
Metronomeqty 2
Spare batteriesqty 20
Toolbox
Spare fusesqty 10
Music standsqty 6
Voting devicesqty 4
Instrument casesqty 20
Break music player

Tableware

Coffee cupsqty 150
Tea glassesqty 100
Water glassesqty 150
Wine glassesqty 100
Pastry platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Serving spoonsqty 6
Bowlsqty 12
Cake standsqty 4

Decorations

Easter branchesqty 6
Easter egg decorationsqty 60
Flower arrangementsqty 6
Tableclothsqty 10
Welcome sign
Directional signsqty 6
Tapeqty 6
Scissorsqty 4
Ropeqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Extension leads for lightsqty 4

Catering

Groceries
- Ground coffee - 4 packs
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Coffee cream - 4 tubs
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- Dry white wine - 12 bottles
- Dry red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Apples - 30 pieces
- Bananas - 24 pieces
- Grapes - 4 kilos
- Mandarins - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Mixed salad - 2 kilos
- Baguettes - 12 pieces
- Whole wheat loaves - 6 pieces
- Mini rolls - 150 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 1 kilo
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Chicken breast slices - 1 kilo
- Smoked salmon - 750 grams
- Egg salad - 1 kilo
- Strawberry jam - 3 jars
- Peanut butter - 2 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Honey - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilo
- Raisins - 1 kilo
- Chocolate eggs - 4 kilos
- Butter cookies - 6 packs
- Spekkoek - 4 pieces
- Apple pies - 4 pieces
- Lemon cake - 4 pieces
- Gluten-free cookies - 4 packs
- Vegan brownies - 3 boxes
- Whipped cream - 6 cans
- Ice cubes - 15 kilos
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Plastic household gloves - 2 boxes
- Dish soap - 3 bottles
- Sponges - 2 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 4 bottles
- Paper towels - 4 packs
- Disinfectant spray - 3 bottles
- All-purpose cleaner - 3 bottles
Drink dispensersqty 4
Bottle openersqty 4
Corkscrewsqty 3
Cash register
Cash box
Payment terminal
Price tagsqty 30
Allergen cardsqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Trash binsqty 8
Litter pickersqty 2

Tips

For a two-hour concert, budget one hot drink and one pastry per guest, plus 25% extra. For 50 people, that means about 65 hot drinks and pastries.
Prepare 1.5 glasses of water per guest and bring at least 10% extra. Keep water available for singers, musicians and speakers as well as the audience.
Count tableware by service, not only by guest: plan one cup, glass, plate and cutlery set per person, plus 10 spare sets for breakage and late arrivals.
Check the venue’s sound inventory at least 7 days before the concert. Confirm the microphones, stands, speakers, mixing console, amplifier, cables, extension cords and power strips you still need to provide.
Keep payment supplies separate from catering supplies. Prepare enough change for the expected cash payments, a clearly marked cash register table and a small reserve of spare batteries for microphones or other powered equipment.

Frequently asked questions

How much coffee and tea do I need for an Easter concert?: For a two-hour concert, plan one hot drink per guest and add 25% extra. For 50 guests, prepare about 65 servings, with a mix of coffee and tea based on your registration information.
How many pastries should I buy for an Easter concert?: Buy one pastry per registered guest plus 25% extra. For 50 guests, that is approximately 65 portions, especially if refreshments are served during an interval.
How many glasses and cups do I need for 50 concert guests?: Plan at least 60 water glasses and 60 coffee or tea cups for 50 guests, allowing 10 spares. Add wine glasses only if wine is part of the planned catering.
When should I check the concert equipment and buy missing items?: Check the venue’s equipment at least 7 days before the concert and complete the shopping no later than 2 days beforehand. Test the sound system and replace missing cables or batteries before the scheduled sound check.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.