What to Buy for a Family Concert

A family concert needs more than instruments and chairs. Plan drinks and snacks for children and adults, serving equipment for a smooth buffet, and practical items for coats, waste and seating. The sound setup also depends on the venue, so check microphones, stands, speakers, cables and power strips before shopping. Use the list below alongside your guest registrations and dietary requirements, then buy or borrow anything still missing at least a few days before the concert.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Buffet tablesqty 3
Coat racksqty 2
Waste binsqty 6

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Music player
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 3

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 80
Buntingqty 8
Tableclothsqty 10
Stage backdrop
Program holdersqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Dustpans and brushesqty 2

Safety

First aid kit

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Chocolate milk - 6 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apples - 5 kilo
- Bananas - 3 kilos
- Grapes - 3 kilos
- Mandarins - 3 kilo
- Mini cucumbers - 3 kilos
- Carrots - 2 kilos
- Cherry tomatoes - 2 kilos
- Mini bell peppers - 2 kilo
- Hummus - 8 tubs
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Cheese slices - 3 kilos
- Ham slices - 2 kilo
- Vegetarian deli slices - 2 kilo
- Butter - 1 kilo
- Jam - 4 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty pretzels - 4 bags
- Mini cookies - 5 packs
- Brownies - 80 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs

Tips

Plan around the final guest list: allow one seat per registered guest, plus a small number of spare chairs for younger children and last-minute additions.
For the drinks table, provide reusable cups, coffee cups and enough serving space for both cold drinks and hot drinks. Chill cold drinks before guests arrive and keep a separate cooler for backup supplies.
Prepare snacks that can be served without queues. Set out plates, cutlery, serving platters and serving tongs, and keep separate options available for the dietary requirements collected during registration.
Check the complete sound setup before the event day: active speakers, mixer, microphones, microphone stands, speaker stands, a music player, extension cords and power strips all need to work together.
Do not leave venue basics until the last hour. Arrange coat racks, waste bins, tables, tablecloths and stage decorations before the sound check, so setup does not compete with performer preparation.

Frequently asked questions

How many chairs do I need for a family concert?: Start with one chair per confirmed guest and add 5–10% spare seating. For 100 registered guests, that means 105 to 110 chairs, with extra room if many children may sit beside a parent.
How much food and drink should I buy for a family concert?: For a concert lasting about two hours, plan roughly two drinks per person, plus water, and two to three snack portions per person. Add 10% for unexpected guests and check dietary requirements before doing the shopping.
When should I test the microphones and speakers?: Test the full sound system at the venue at least 24 hours before the concert if possible, then repeat a short check 60–90 minutes before doors open. This leaves time to replace cables, batteries or missing adapters.
What should I bring for the buffet and coffee table?: Bring plates, cutlery, serving platters, serving tongs, reusable cups, coffee cups, coffee machines or kettles, and coolers. Set up the tables at least 30 minutes before guests arrive so drinks can be chilled and snacks can be served immediately.

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