What to Buy for a Family Concert

A family concert needs more than snacks and drinks. You will also need serving equipment, child-friendly seating, name badges, entrance signage, and the right audio connections for microphones and instruments. Plan quantities from your registration list, then add a small buffer for late arrivals and spills. Check dietary requirements before ordering catering, and chill drinks before the venue opens so setup time is not spent looking for last-minute supplies.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
High tablesqty 4
Changing room tableqty 2
Folding chairsqty 8
Coat racksqty 3
Children's chairsqty 8
Stage sectionsqty 6

Tableware

Reusable platesqty 130
Reusable bowlsqty 80
Reusable glassesqty 160
Coffee cupsqty 80
Knivesqty 140
Forksqty 140
Spoonsqty 140
Serving spoonsqty 12

Decorations

Balloonsqty 150
Balloon ribbonqty 2
Buntingqty 12
Tableclothsqty 12
Stage drapesqty 4
Flower arrangementsqty 8
Menu boardsqty 4
Name badgesqty 130

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 3
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 8
Music standsqty 8
Piano stool
Guitar standsqty 4
Musical instrumentsqty 8
Power banksqty 4
Walkie-talkiesqty 6
Spare batteriesqty 24

Lighting

LED spotlightsqty 6
String lightsqty 6
Standing lampsqty 4
Night lightsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving traysqty 12
Pliersqty 8

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea assortment - 4 boxes
- Fresh mint tea - 4 bunches
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Lemonade syrup - 3 bottles
- Ice cubes - 20 kilo
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Popcorn - 5 bags
- Rice cakes - 5 packs
- Mixed nuts - 3 kilo
- Olives - 3 jars
- Pickles - 3 jars
- Toast - 12 packs
- Baguettes - 12 pieces
- Butter - 2 kilos
- Herb cream cheese - 12 tubs
- Hummus - 12 tubs
- Brie - 10 pieces
- Young cheese - 4 kilos
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Vegetarian spreads - 12 tubs
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Grapes - 6 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Oranges - 30 pieces
- Melons - 4 pieces
- Yogurt - 6 kilos
- Muesli - 3 kilos
- Mini croissants - 150 pieces
- Mini rolls - 180 pieces
- Wraps - 100 pieces
- Chicken breast - 8 kilos
- Veggie burgers - 40 pieces
- Pasta - 8 kilo
- Pasta sauce - 12 jars
- Pesto - 6 jars
- Grated cheese - 3 kilos
- Mixed salad - 8 kilos
- Corn - 8 cans
- Cucumber for salad - 10 pieces
- Tomatoes for salad - 6 kilos
- Salad dressing - 6 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Chocolate cookies - 10 packs
- Butter cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Ice lollies - 150 pieces
- Whipped cream ice cream - 6 tubs
- Vegan ice cream - 3 tubs
- Lemons - 20 pieces
- Fresh herbs - 10 bunches
- Salt - 1 kilo
- Pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 liters
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles

Tips

Count registered guests before shopping, then add about 10% extra plates, bowls, glasses, and cutlery for unexpected visitors or dropped items.
Provide children’s chairs as well as standard chairs, and prepare a separate changing-room table if families with babies are attending.
Check the sound setup at least 60 minutes before doors open. Test every microphone, speaker, stand, mixer, and DI box with the musicians’ actual instruments.
Prepare snacks in serving bowls and place reusable plates, cups, knives, forks, and spoons together near the food area so families do not have to search for tableware.
Finish the entrance sign, name badges, menu boards, and decorations before guests arrive. Allow at least 30 minutes for balloons, bunting, tablecloths, and stage drapes.

Frequently asked questions

How much food and drink do I need for a family concert?: Use your registration count as the starting point and add around 10% for children, late arrivals, and spills. For a concert lasting several hours, plan two to three drinks per person for the first hour, then about one drink per person per hour afterward.
What tableware do I need for a family concert?: Provide one plate, bowl, glass, cup, knife, fork, and spoon per guest, plus roughly 10% extra. Add serving spoons for every shared dish and keep a separate supply of coffee cups for adults.
When should I prepare the sound equipment?: Set up speakers, stands, the mixer, microphones, and DI boxes at least 60 minutes before the audience enters. Reserve another 15 to 20 minutes for a full microphone and instrument check.
What should I buy for children at a family concert?: Include children’s chairs, snacks that match the collected dietary requirements, reusable bowls and cups, and a changing-room table if needed. Prepare these items at least 30 minutes before opening so they are ready during the busiest arrival period.

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