What to buy for a farewell concert

What to bring

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

Tips

• Plan two to three drinks per guest for the first hour, then add roughly one drink per person for each following hour. Buy a mix of chilled drinks and non-alcoholic options, and chill the first batch before guests arrive.
• Allow one plate, glass, cup and cutlery set per guest, plus about 10% extra for breakage, dropped items or late arrivals. Count serving trays and small bowls separately; they are easy to overlook when the buffet is self-service.
• Check the full stage signal chain before buying or borrowing equipment: microphones, stands, cables, DI boxes, mixer and speakers must work together. Add extension cords and power strips only after confirming the venue’s available outlets and cable routes.
• Prepare one printed program per guest and keep at least 10 spare copies for musicians, speakers and last-minute attendees. Put music stands, sheet music and microphone stands in the playing area before the audience enters.
• Choose decorations that do not obstruct instruments, sightlines or exits. Tablecloths, flower arrangements and mood lighting can be set up earlier, while balloons, bunting and the photo backdrop should be secured so they cannot touch cables or equipment.

Frequently asked questions

How much food and drink do I need for a farewell concert?

Base the catering order on the confirmed registration count, then add 10% for unexpected guests. For drinks, plan two to three per person during the first hour and about one per person per additional hour; provide extra water during the performance.

How many chairs and tableware items should I buy?

Provide one chair per registered guest, plus 5% extra if the venue allows it. Buy one plate, glass, cup and cutlery set per guest, with another 10% spare for breakage and late arrivals.

When should I buy or collect chilled products?

Buy shelf-stable snacks and drinks several days before the concert. Pick up chilled products on the day itself or no more than 24 hours beforehand, then chill the drinks before the venue opens.

What sound equipment is needed for a farewell concert?

Confirm the musicians’ requirements before shopping, then check microphones, microphone stands, mixer, speakers, instrument cables and DI boxes as one system. Test every connection during setup and keep extension cords and power strips available for the final stage layout.