What to buy for a family concert

A family concert needs more than drinks and snacks. You will also need food-service items, tableware, batteries and practical supplies for a room full of children, parents and performers. Plan refreshments by guest numbers, then check what the venue already provides before shopping. Buy shelf-stable items first, and leave fresh groceries until the day before so sandwiches, fruit and other snacks are in good condition.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 90
Buffet tablesqty 3
Reception desk
Coat racksqty 2
Stoolsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 80
Water glassesqty 120
Wine glassesqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12
Pitchersqty 6

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Instrument microphonesqty 2
DI boxesqty 2
Laptop
Music standsqty 6
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8
AA batteriesqty 12
AAA batteriesqty 12

Lighting

LED spotlightsqty 4
Decorative light garlandsqty 6
Extension cords for lightingqty 4

Decorations

Tableclothsqty 12
Balloonsqty 100
Paper garlandsqty 8
Flower arrangementsqty 6
Program leafletsqty 100
Name badgesqty 30
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving traysqty 6
Food warmersqty 4
Aluminum foilqty 2
Food storage containersqty 12
Allergen cardsqty 20

Cleaning

Waste binsqty 6
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Spongesqty 6
Rubber glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Whipped cream - 4 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Bitter lemon - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Alcohol-free beer - 2 crates
- Alcohol-free wine - 4 bottles
- Beer - 2 crates
- White wine - 6 bottles
- Rosé - 4 bottles
- Red wine - 3 bottles
- Lemons - 12 pieces
- Limes - 8 pieces
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Mandarins - 3 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 2 heads
- Lettuce - 6 heads
- Avocados - 10 pieces
- Potatoes - 8 kilos
- Onions - 2 kilos
- Garlic - 4 bulbs
- Fresh parsley - 4 bunches
- Fresh basil - 4 bunches
- Chicken breast - 5 kilos
- Vegetarian burgers - 30 pieces
- Hamburger buns - 80 pieces
- Wholemeal bread - 6 loaves
- Baguettes - 10 pieces
- Wraps - 80 pieces
- Pita breads - 50 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Grated cheese - 2 kilos
- Hummus - 3 kilos
- Herb butter - 2 kilo
- Ham - 2 kilos
- Turkey breast - 2 kilos
- Eggs - 60 pieces
- Cooking cream - 3 liters
- Vegetable stock - 2 boxes
- Diced tomatoes - 12 cans
- Red lentils - 3 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Peanut sauce - 3 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Sambal - 2 jars
- Olive oil - 2 liters
- Sunflower oil - 2 liters
- Salt - 1 kilo
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Italian herbs - 2 jars
- Cumin - 1 jar
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty pretzels - 4 bags
- Popcorn - 4 bags
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Cookies - 8 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Apple pies - 4 pieces
- Vanilla ice cream - 5 liters
- Chocolate sauce - 2 bottles
- Whipped cream decoration - 2 packs
- Frozen fruit - 3 kilos
- Vanilla sugar - 2 sachets
- Baking paper - 2 rolls
- Aluminium trays - 50 pieces
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Coffee filters - 2 packs
- Teaspoons - 100 pieces
- Wooden stirrers - 200 pieces
- Cling film - 2 rolls
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Paper towels - 6 packs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee and tea for adults.
Buy roughly one child-sized snack portion and one sandwich per child, plus 10% extra for unexpected guests or second servings. Keep dietary requirements separate and clearly labelled.
Count tableware by serving rather than by guest: provide one plate, dessert plate, cup, glass, knife, fork and spoon per person, with at least 10% spare.
Check the sound setup before buying or packing batteries. Wireless microphones commonly need AA batteries, while other small devices may need AAA batteries; bring two complete spare sets.
Do not leave practical supplies until the event morning. Check extension cords, power strips, cable trays and serving platters at least 24 hours before opening the venue.

Frequently asked questions

How much food do I need for a family concert?: Plan one snack portion and one sandwich per child, with around 10% extra. For adults, allow one sandwich or equivalent savoury serving and one or two snack portions each, depending on the event length.
How many drinks should I buy for a family concert?: Allow two to three drinks per person during the first hour and one additional drink per person for every hour after that. Add extra water if the room is warm or the concert involves active children.
How many plates and glasses do I need?: Start with one of each required item per guest and add 10% spare: dinner plates, dessert plates, coffee cups, water glasses, knives, forks and spoons. For 50 guests, that means at least 55 of each item used by everyone.
When should I buy fresh food for a family concert?: Buy non-perishable food and drinks several days ahead, then purchase fresh groceries one day before the concert. Prepare sandwiches and fill coolers on the event day, close to serving time.

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