What you need for a farewell concert

A farewell concert needs more than instruments and a stage. Your shopping list must cover drinks, serving ware, seating, guest areas and the technical items that keep the performance running smoothly. Plan quantities from the confirmed guest list, then separate items to buy from equipment to collect or hire. Do the final stock check at least 48 hours before the concert, and chill drinks and prepare snacks on the day itself.

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What to bring

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

Furniture

Chairsqty 160
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 180
Stage sectionsqty 8
Lecternsqty 2
Waste binsqty 8

Tableware

Water glassesqty 180
Wine glassesqty 160
Coffee cupsqty 120
Platesqty 180
Dessert platesqty 160
Cutlery setsqty 180
Serving spoonsqty 12
Serving plattersqty 20
Serving plattersqty 20
Coffee potsqty 4
Teapotsqty 3

Equipment

Music mixer
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
XLR cablesqty 16
Jack cablesqty 10
Extension cordsqty 12
Cable traysqty 12
Laptop
Video projector
Projection screen
USB sticksqty 3

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
String lightsqty 8

Decorations

Backdrop
Photo backdrop
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Photo framesqty 10
Chalkboardsqty 6
Clothes hangersqty 20

Kitchen

Coolersqty 6
Thermos flasksqty 8
Food warmersqty 6
Serving traysqty 16
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Measuring cupsqty 2

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Glovesqty 12
Cleaning bottlesqty 6

Catering

Name badgesqty 180
Programsqty 180
Napkinsqty 400
Drink dispensersqty 4
Coffee filtersqty 100
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still Water - 48 bottles
- Sparkling water - 48 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Ginger beer - 12 bottles
- Alcohol-free beer - 24 bottles
- Beer - 72 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Prosecco - 8 bottles
- Ice cubes - 15 kilos
- Baguettes - 12 pieces
- Mini hard rolls - 180 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Young cheese - 4 kilos
- Brie - 2 kilos
- Vegetarian spreads - 12 tubs
- Ham - 2 kilos
- Salami - 2 kilo
- Smoked chicken breast - 2 kilo
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 6 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Melons - 4 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salty snacks - 8 bags
- Olives - 8 jars
- Pickles - 6 jars
- Herb butter - 8 tubs
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Pesto dressing - 3 bottles
- Pasta salad - 12 kilos
- Crudités Salad - 8 kilo
- Green salad - 8 kilos
- Potato salad - 8 kilos
- Vegetarian quiche - 12 pieces
- Mini pizzas - 180 pieces
- Vegetarian wraps - 100 pieces
- Vegan wraps - 40 pieces
- Chicken skewers - 150 pieces
- Falafel balls - 150 pieces
- Rice - 8 kilo
- Pasta - 8 kilo
- Pasta sauce - 12 jars
- Parmesan cheese - 1 kilo
- Italian herbs - 3 jars
- Pepper - 2 jars
- Salt - 2 packs
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Sandwiches for dessert - 160 pieces
- Brownies - 160 pieces
- Mini pastries - 160 pieces
- Whipped cream - 12 aerosol cans
- Vegan chocolate mousse - 30 servings
- Extra napkins - 200 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Count one water glass and one wine glass per expected guest, then add 10% extra for breakage and replacements. Include coffee cups, plates, dessert plates and cutlery if catering covers more than drinks.
Allow two to three drinks per person for the first hour, then one to two per person for each additional hour. Chill the first supply several hours before doors open rather than waiting until setup.
Match seating to the final guest list, including chairs for performers and older guests. Add coat racks and clothes hangers before guests arrive; these are easy to overlook until the entrance fills up.
Confirm the sound plan before collecting the mixer, speakers, subwoofers, monitors, microphones, DI boxes and stands. Count every XLR and jack cable, extension cord and cable tray against the stage layout, with at least two spare signal cables.
Buy or collect waste bins, serving platters, serving spoons, coffee pots and teapots at least one day ahead. Check keys, venue access and equipment pickup before shopping so food and drinks are not left waiting outside.

Frequently asked questions

How many drinks do I need for a farewell concert?: Plan two to three drinks per guest for the first hour, followed by one to two drinks per guest for every additional hour. Add around 10% extra for unexpected guests, spills and non-alcoholic options.
How many glasses and plates should I buy?: Start with one of each required glass, plate and cutlery set per guest, then add 10% extra. For a guest list of 100 people, that means at least 110 of each item used during the meal or reception.
When should I buy supplies for a farewell concert?: Buy non-perishable supplies and collect tableware at least 48 hours before the event. Buy fresh snacks and chill drinks on the day, allowing several hours for drinks to cool.
What technical equipment is needed for a farewell concert?: The core list includes a music mixer, speakers, subwoofers, stage monitors, microphones, microphone stands, DI boxes, XLR cables, jack cables, extension cords and cable trays. Confirm quantities with the musicians and sound plan at least one week before the concert.

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