Easter concert shopping list

Use this shopping list to prepare the practical supplies for an Easter concert, from reception and catering to sound, lighting and seating. Check the final visitor count before ordering food, printing materials or hiring equipment. The plan includes separate equipment for performers and the audience, so confirm technical requirements with the musicians before you shop. Buy fresh produce and diet-specific meals as late as possible, then label them before guests arrive.

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What to bring

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

Furniture

Chairsqty 130
Foldable tablesqty 10
Reception desk
Catering tablesqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Dinner platesqty 150
Pastry platesqty 150
Forksqty 150
Knivesqty 150
Teaspoonsqty 150
Serving spoonsqty 12

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Microphonesqty 6
Microphone standsqty 6
Speaker standsqty 2
Music standsqty 12
Headphonesqty 2
DI boxesqty 4
Extension cordsqty 8
Power stripsqty 8
XLR cablesqty 12
Instrument cablesqty 8
Cable traysqty 12
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 12
String lightsqty 6
Flashlightsqty 4

Decorations

Easter branchesqty 6
Easter eggsqty 60
Flower arrangementsqty 8
Table runnersqty 10
Welcome sign
Wayfinding signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 8
Pliersqty 8
Ice packsqty 16
Aluminum foilqty 2
Food storage containersqty 12

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 6 boxes
- Herbal tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Beer - 4 crates
- Bubbles - 6 bottles
- Ice cubes - 12 bags
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- Rinse aid - 2 bottles
- Kitchen degreaser - 2 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Microfiber cloths - 20 pieces
- Scouring sponges - 12 pieces
- Rubber gloves - 8 pairs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags 60 liters - 4 rolls
- Garbage bags 120 liters - 3 rolls
- White napkins - 500 pieces
- Colored napkins - 300 pieces
- Tablecloths - 10 pieces
- Butter - 1 kilo
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Hummus - 2 kilos
- Herb butter - 1 kilo
- Baguettes - 30 pieces
- Mini rolls - 180 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 4 loaves
- Cucumbers - 4 kilos
- Cherry tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Pears - 5 kilo
- Bananas - 5 kilo
- Strawberries - 4 kilos
- Easter bread - 8 pieces
- Mini croissants - 180 pcs
- Mini muffins - 180 pieces
- Chocolate eggs - 4 kilos
- Milk chocolate - 2 kilo
- Dark chocolate - 1 kilo
- Plain chips - 20 bags
- Paprika chips - 20 bags
- Salty breadsticks - 12 bags
- Mixed nuts - 4 kilos
- Olives - 3 kg
- Pickles - 2 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 6 jars
- Balsamic dressing - 3 bottles
- Olive oil - 2 bottles
- Salt - 1 kilo
- Black pepper - 3 mills
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Basil - 4 bunches
- Chives - 4 bunches
- Eggs - 60 pieces
- Chicken breast - 5 kilos
- Smoked salmon - 2 kilos
- Tuna - 2 kilos
- Vegetarian spreads - 3 kilos
- Vegan cheese - 1 kilo
- Gluten-free crackers - 8 packs
- Crackers - 12 packs
- Toast - 10 packs
- Jam - 4 jars
- Honey - 2 jars
- Stirrers - 300 pieces
- Coffee filters - 2 packs
- Aluminium trays - 50 pieces
- Cling film - 3 rolls
- Baking paper - 2 rolls

Tips

Order food and drinks from the confirmed registration total, then add a small buffer for late changes rather than guessing several weeks ahead. Confirm final quantities at least 3 days before the concert.
Plan roughly 2 to 3 drinks per guest for the first hour, then about 1 drink per hour afterward. Include coffee, tea and water as well as any wine or other refreshments served with the catering.
Count tableware against the seating and catering plan: provide one dinner plate, pastry plate, fork, knife and teaspoon per expected guest, plus around 10% extra for clearing and breakage.
Ask each musician for their final technical list before buying or hiring sound equipment. Check the number of microphones, DI boxes, music stands, cables and power outlets during the equipment test, not on concert day.
Buy fresh produce and collect diet meals on the day of the concert when possible. Label each special meal before doors open and keep a printed visitor list at the reception desk for quick checks.

Frequently asked questions

What should I buy for an Easter concert?: Plan for seating, reception and catering supplies, including chairs, tables, cups, glasses, plates, cutlery and serving spoons. For the performance, check microphones, stands, speakers, subwoofers, cables, DI boxes, extension cords, power strips, cable trays, spare batteries and LED spotlights against the musicians’ requirements.
How many drinks do I need for an Easter concert?: For the first hour, allow about 2 to 3 drinks per guest, followed by roughly 1 drink per guest per hour. Keep water available throughout the concert and confirm the final headcount at least 3 days before ordering.
How much tableware do I need for a concert reception?: Start with one coffee cup, water glass, wine glass, dinner plate, pastry plate, fork, knife and teaspoon per expected guest where each item is used. Add approximately 10% extra, so a reception for 80 people needs about 88 of each frequently used item.
When should I buy food for an Easter concert?: Order shelf-stable catering items several days in advance and confirm the final quantity at least 3 days before the concert. Collect fresh produce and diet-specific meals on the day itself when possible, then label special meals before guests arrive.

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