What to Buy for a Farewell Concert

A farewell concert needs more than instruments and a printed programme. Plan drinks, snacks, serving equipment and tableware for the full audience, plus the practical items that keep the performance running smoothly. Glasses, coffee supplies and covered trays are easy to overlook when shopping happens too late. Check the guest count before buying, then separate items needed for the concert from those needed for the farewell moment afterward.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 180
Stoolsqty 8
Coat racksqty 2
Table skirtsqty 8
Clothes hangersqty 180

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 100
Dessert platesqty 180
Pastry forksqty 180
Teaspoonsqty 100
Serving utensilsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Ladlesqty 4
Measuring cupsqty 2

Equipment

Mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
Audio cablesqty 12
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Music standsqty 24
Spare batteriesqty 16
Piano stool
Laptop
USB stickqty 2
Music stand lightsqty 12
Spare fusesqty 10
Toolbox
Cable tiesqty 100
Gaffer tapeqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Light standsqty 4

Decorations

Farewell banner
Balloonsqty 100
Balloon ribbonqty 2
Flower vasesqty 6
Photo framesqty 8
Memorial plaque
Adhesive hooksqty 20
Table décorqty 8
Name badgesqty 40
Pensqty 12
Tapeqty 6
Ropeqty 2
Scissorsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 3 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Tonic - 6 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Alcohol-free bubbles - 3 bottles
- Ice cubes - 15 kilograms
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 bags
- Olives - 4 jars
- Toast squares - 10 packs
- Baguettes - 12 pieces
- Cream cheese - 6 tubs
- Herb cream cheese - 4 tubs
- Brie - 6 pieces
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Salami - 1 kilogram
- Hummus - 6 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Mini wraps - 120 pieces
- Puff pastry snacks - 150 pieces
- Mini quiches - 120 pieces
- Vegetarian bites - 120 pieces
- Vegan bites - 60 pieces
- Gluten-free crackers - 4 packs
- Cake - 4 pieces
- Cookies - 8 packs
- Brownies - 60
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Olive oil - 1 bottle
- Salt - 1 tin
- Pepper - 1 can
- Napkins - 400 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Sponges - 8 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs
Cash box
Payment terminal

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8
Trash bin labels

Tips

Plan at least 2–3 drinks per guest for the first hour, then add roughly 1 drink per person for each additional hour. Include water as well as alcoholic and non-alcoholic options.
Match tableware to the menu: provide one water or wine glass per seated guest, plus 10–15% extra, and add dessert plates, pastry forks and teaspoons if cake or pastries are served.
Buy or borrow coffee equipment early. For a group of 50, allow 5–6 litres of coffee and enough cups for one serving per guest, with extra cups for anyone staying after the concert.
Keep chilled drinks in coolers before guests arrive and use serving trays with lids for food that must wait. Put serving utensils, platters and kitchen knives on the shopping checklist rather than relying on the venue.
Test the microphones, speakers, stands and audio cables at least 24 hours before the concert. Bring one spare cable and confirm that the microphone stands and speaker stands fit the equipment you are using.

Frequently asked questions

What drinks should I buy for a farewell concert?: For the first hour, plan 2–3 drinks per guest, including water and non-alcoholic choices. Add about 1 drink per person for every extra hour, and chill the drinks several hours before guests arrive.
How much tableware do I need for a farewell concert?: Start with one glass, plate or cup per guest where each item is used once, then add 10–15% extra. A concert for 50 people therefore needs at least 55 water glasses and enough dessert plates, pastry forks and teaspoons for the planned food.
When should I buy food and farewell gifts?: Buy non-perishable supplies, tableware and gift materials 3–7 days beforehand. Shop for fresh snacks and flowers 1 day before the concert, unless the supplier gives a shorter freshness window.
What sound equipment is needed for a farewell concert?: Check that you have speakers, microphones, microphone stands, speaker stands and compatible audio cables. Test the complete setup at least 24 hours in advance and keep one spare audio cable available.

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