What you need for a folk concert

A folk concert needs more than instruments and chairs. Your shopping list should cover the audience, performers, serving area and the technical setup, including microphones, DI boxes, stands and cables. Plan drinks and coffee separately, because guests may stay for several hours and hot drinks need cups, spoons and serving equipment. Check deliveries before the venue opens, and keep tape, extension cords and work lights available for last-minute fixes.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 110
Tablesqty 10
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 120

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8

Equipment

Speakersqty 2
Mixing console
Microphonesqty 4
Microphone standsqty 4
Speaker standsqty 2
DI boxesqty 3
XLR cablesqty 8
Instrument cablesqty 6
Cable reelsqty 4
Power stripsqty 8
Gaffer tapeqty 4

Lighting

LED work lightsqty 6
Extension cordsqty 6

Decorations

Stage backdropsqty 2
Buntingqty 8
Tableclothsqty 10
Menu standsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Scissorsqty 4
Boxes for leftoversqty 12

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea - 6 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- Red wine - 12 bottles
- White wine - 12 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Grapes - 5 kilograms
- Apples - 5 kilograms
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Paper napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces

Tips

Allow two to three drinks per guest for the first hour, then one additional drink per hour. Chill the first batch before doors open and keep a separate supply for performers and volunteers.
For a seated concert, provide one chair per registered guest plus 5–10% spare chairs. Add tables near the entrance, refreshment area and stage-side service point rather than relying on one central table.
Pack the sound setup as a complete kit: microphones, microphone stands, speakers, speaker stands, mixing console, DI boxes, XLR cables and instrument cables. Bring at least two spare cables and test every signal before the audience arrives.
Set up coffee service at least 30 minutes before doors open. Count one coffee cup, spoon and plate per expected serving, and place serving spoons and reusable drinking glasses where guests can find them without entering the performance area.
Buy gaffer tape, cable reels, power strips, extension cords and LED work lights before the event day. These items are easy to overlook but are often needed immediately when cables cross walkways or the venue lighting is insufficient.

Frequently asked questions

What equipment do I need for a folk concert?: For the listed setup, prepare speakers, a mixing console, microphones, microphone stands, speaker stands, DI boxes, XLR cables and instrument cables. Add cable reels, power strips and gaffer tape, then complete a soundcheck before doors open.
How many chairs do I need for a folk concert?: Start with one chair per registered guest and add 5–10% spare capacity. For 80 guests, that means 84–88 chairs, provided the venue layout and fire-safety limits allow it.
How many drinks should I buy for a folk concert?: Budget two to three drinks per guest for the first hour, then one drink per guest for every additional hour. For 60 guests at a three-hour event, plan roughly 240–300 drinks, adjusted for non-drinkers and children.
When should I buy and chill drinks for a folk concert?: Complete the main shopping at least one day before the concert and chill the first drinks several hours before doors open. Check the final shopping list on the day of the event, before deliveries are received and the venue opens.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.