What you need for a folk concert

A folk concert needs more than instruments and a stage. Plan drinks and snacks for the audience and musicians, then check every cup, glass, plate and serving utensil before shopping. The venue setup also depends on practical items such as coat hangers, waste bins, cable protection and power distribution. Use the prepared list as your checklist, and confirm quantities after registrations and dietary requirements are known.

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What to bring

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

Furniture

Stage sectionsqty 4
Stage stepsqty 2
Stage skirtsqty 4
Chairsqty 100
Tablesqty 10
Bar stoolsqty 6
Coat racksqty 2
Clothes hangersqty 100
Waste binsqty 6
Foldable tablesqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Wine glassesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving utensilsqty 12

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Stage monitorsqty 2
Dynamic microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
XLR cablesqty 8
Instrument cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 10
Music standsqty 6

Lighting

LED stage lightsqty 6
Atmosphere lightsqty 10
String lightsqty 6
Battery lampsqty 8
Spare batteriesqty 24

Decorations

Stage backdrop
Folk concert bannerqty 2
Tableclothsqty 10
Flower arrangementsqty 6
Pennant stringsqty 6
Chalkboardsqty 4
Chair coversqty 20
Cable tiesqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Serving traysqty 8

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still Water - 48 bottles
- Sparkling water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 cartons
- Grape juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé wine - 4 bottles
- Grape juice for children - 4 packs
- Ice cubes - 12 kilograms
- Mixed nuts - 3 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 2 kilograms
- Pickles - 2 jars
- Salted breadsticks - 6 bags
- Rice cakes - 6 packs
- Popcorn - 2 kilograms
- Mini cucumbers - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 2 kilograms
- Cherry tomatoes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Hummus - 2 kilograms
- Herb cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cheese - 3 kilograms
- Brie - 1 kilogram
- Goat cheese - 1 kilogram
- Vegan cheese - 750 grams
- Vegetarian spreads - 1 kilogram
- Vegan spread - 750 grams
- Ham - 1 kilogram
- Salami - 1 kilogram
- Whole wheat bread - 12 loaves
- White baguettes - 12 pieces
- Gluten-free bread - 3 loaves
- Gluten-free crackers - 3 packs
- Whole grain crackers - 6 packs
- Rice crackers - 4 packs
- Butter - 1 kilogram
- Vegan margarine - 500 grams
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Fresh chives - 4 bunches
- Fresh parsley - 4 bunches
- Serving skewers - 500 pieces
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Teaspoons - 150 pieces
- Stir sticks - 250 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Dishwashing liquid - 2 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Paper towels - 12 rolls
- Hand sanitizer - 4 bottles
- Latex-free gloves - 4 boxes

Tips

Plan drinks by attendance: allow two to three drinks per person during the first hour, then one to two for each additional hour. Add water separately so guests and musicians are not relying only on soft or alcoholic drinks.
Buy snacks after collecting dietary requirements, ideally at least 5–7 days before the concert. Keep a separate option for each confirmed allergy or dietary restriction and label serving plates clearly.
Count tableware by expected guests, not by table size. For a seated audience, prepare at least one plate, fork, knife and spoon per person, plus around 10% extra for replacements and musicians.
Check the technical shopping list with the musicians no later than one week before the concert. Confirm microphone, DI box, cable and monitor needs before buying or collecting anything, because missing adapters or cables are difficult to replace on the day.
Prepare venue supplies before loading: bring roughly one waste bin per main area, and protect every cable crossing a walkway with cable trays. Load drinks and snacks separately from instruments so they can be chilled and served without unpacking the stage equipment.

Frequently asked questions

How many drinks should I buy for a folk concert?: For the first hour, plan on two to three drinks per person, followed by one to two drinks per person for every additional hour. Add extra water for performers, staff and guests who do not drink alcohol.
How much tableware do I need for a folk concert?: Start with one plate, fork, knife, spoon and drinking glass per attendee, then add about 10% extra. If wine is served, count wine glasses separately rather than assuming one glass will cover every use.
When should I buy snacks for a folk concert?: Buy non-perishable snacks 5–7 days before the concert, once registrations and dietary requirements are known. Purchase chilled or fresh items as close to the event as practical, usually one day before.
When should I check the sound equipment for a folk concert?: Confirm the musicians’ technical requirements at least one week in advance. Test the mixer, speakers, monitors, microphones, DI boxes, cables and power strips before the venue opens on concert day.

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