What to buy for a folk concert

A folk concert needs more than instruments and a stage. Plan drinks and tableware for the audience, seating and coat storage for the venue, and reliable audio, lighting and cable protection for the performers. This shopping list covers the practical supplies that are easy to overlook, from DI boxes and spare batteries to name badges and tablecloths. Check quantities against your expected attendance, artist requirements and the room layout before you shop.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100

Equipment

Speakersqty 2
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Spare batteriesqty 24

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Stage drapesqty 3
Buntingqty 6
Tableclothsqty 8
Menusqty 10
Name badgesqty 10

Tableware

Drinking glassesqty 120
Wine glassesqty 80
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 4
Pliersqty 6
Small bowlsqty 12

Cleaning

Washing-up bowlsqty 2
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 80 bottles
- Non-alcoholic beer - 24 bottles
- Dry white wine - 8 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Lemons - 12 pieces
- Ice cubes - 15 kilos
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Pesto - 3 jars
- Savory pies - 8 pieces
- Vegetarian wraps - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 4 jars
- Mixed nuts - 2 kilos
- Olives - 2 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces

Tips

Allow roughly 2 to 3 drinks per person for the first hour, then 1 to 2 drinks per person for each additional hour. Chill the drinks several hours before doors open, not just when setup begins.
Plan one chair per seated guest, then keep a small reserve if the venue allows it. Count tables for registration, drinks and catering separately so the audience does not crowd the entrance.
Confirm each artist’s technical requirements before buying or collecting audio equipment. Folk acts may need microphones, DI boxes, monitor speakers and microphone stands in different quantities.
Bring spare XLR cables, extension cords, power strips and batteries, and cover cables crossing walkways with cable mats. Test the backup audio equipment before the audience arrives.
Buy or collect coat racks and enough clothes hangers before invitations go out if the concert is indoors. Add name badges, printed menus and tablecloths only after checking the final guest and catering numbers.

Frequently asked questions

How many drinks do I need for a folk concert?: Start with 2 to 3 drinks per person for the first hour, followed by 1 to 2 drinks per person for every additional hour. Add non-alcoholic options and allow extra stock if the concert lasts more than 3 hours.
What sound equipment is needed for a folk concert?: At minimum, check whether you need microphones, microphone stands, a mixing console, speakers, monitor speakers, DI boxes and XLR cables. Confirm the exact quantities with the artists at least 1 week before the concert.
How many chairs and tables should I buy or bring?: Provide one chair for each guest who will be seated and add about 5 to 10% spare chairs where space permits. Count separate tables for registration, drinks, catering and equipment rather than relying on one shared table.
What should I arrange for coats at an indoor folk concert?: Use at least one coat rack for every 30 to 40 coats and provide one hanger per expected coat. Set up the cloakroom before doors open, ideally 30 minutes before the first guests arrive.

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