Gala concert shopping list

A gala concert needs more than stage equipment and a printed programme. You also need enough glassware for reception drinks, complete place settings for dinner, coffee service, name badges and practical backstage supplies. Use this list alongside your catering numbers and confirmed artist list. Order hired furniture, sound equipment and lighting early, then buy consumables and chill drinks close to the event so nothing is missing or warm on the day.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Stage skirt
Reception tablesqty 3
Round dinner tablesqty 18
Chairsqty 180
Buffet tablesqty 6
Coat racksqty 4
Dressing room tablesqty 4

Tableware

Wine glassesqty 220
Water glassesqty 220
Champagne glassesqty 200
Coffee cupsqty 180
Dinner platesqty 220
Dessert platesqty 220
Soup bowlsqty 180
Dinner cutlery setsqty 220
Serving spoonsqty 24
Coffee spoonsqty 220
Serving traysqty 30
Carafesqty 30

Equipment

Mixer
Stage speakersqty 4
Stage monitorsqty 4
Wireless microphonesqty 6
Microphone standsqty 8
DI boxesqty 6
Music standsqty 12
Instrument cablesqty 16
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Laptop for music
Music stand lightsqty 12
Clothes steamersqty 2

Lighting

LED spotlightsqty 12
Stage profilesqty 6
Light standsqty 4
Light controller
Mood lightingqty 24
Battery lanternsqty 12

Decorations

Table runnersqty 18
Tableclothsqty 18
Flower arrangementsqty 18
Menusqty 180
Welcome sign
Program leafletsqty 220
Name badgesqty 180
Table numbersqty 18
Farewell giftsqty 180

Kitchen

Food warmersqty 8
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 12
Measuring cupsqty 4
Mixing bowlsqty 8

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Dish brushesqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 8
Toilet brushesqty 6
Paper towel dispensersqty 6
Cloakroom number signsqty 220

Catering

Groceries
- Chicken breast - 12 kilograms
- Salmon fillet - 8 kilogram
- Vegetarian schnitzels - 40 pieces
- Basmati rice - 8 kilograms
- Potatoes - 15 kilogram
- Pasta - 6 kilograms
- Broccoli - 8 kilograms
- Carrots - 6 kilograms
- Green beans - 6 kilograms
- Bell peppers - 5 kilograms
- Zucchinis - 5 kilograms
- Mushrooms - 4 kilogram
- Arugula - 2 kilogram
- Mixed salad - 5 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 6 kilograms
- Cherry tomatoes - 4 kilograms
- Red onions - 2 kilograms
- Yellow onions - 3 kilograms
- Garlic - 10 bulbs
- Lemons - 40 pieces
- Fresh parsley - 10 bunches
- Fresh basil - 10 bunches
- Rosemary - 8 bunches
- Olive oil - 5 liters
- Sunflower oil - 3 liters
- Butter - 3 kilograms
- Cooking cream - 6 liters
- Crème fraîche - 3 kilograms
- Parmesan cheese - 2 kilograms
- Grated cheese - 4 kilograms
- Feta - 3 kilograms
- Mozzarella - 3 kilograms
- Cream cheese - 2 kilograms
- Mayonnaise - 4 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Pesto sauce - 2 kilograms
- Tomato sauce - 8 liters
- Soy sauce - 2 liters
- Vegetable stock - 10 liters
- Salt - 2 kilograms
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Curry powder - 500 grams
- Italian herbs - 300 gram
- Chili flakes - 200 grams
- Sandwiches - 240 pieces
- Baguettes - 30 pieces
- Mini sandwiches - 400 pieces
- Toast crackers - 500 pieces
- Hummus - 4 kilograms
- Olives - 3 kilograms
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Salted nuts - 4 kilogram
- Grapes - 8 kilograms
- Apples - 60 pieces
- Pears - 50 pieces
- Strawberries - 5 kilograms
- Mini pastries - 400 pieces
- Chocolate mousse - 180 portions
- Whipped cream - 3 liters
- Coffee beans - 4 kilograms
- Tea - 250 bags
- Sugar - 3 kilograms
- Milk - 12 liters
- Oat milk - 8 liters
- Still mineral water - 180 bottles
- Sparkling mineral water - 120 bottles
- Cola - 60 bottles
- Cola Zero - 60 bottles
- Soda - 40 bottles
- Tonic - 30 bottles
- Ginger ale - 30 bottles
- Apple juice - 20 liters
- Orange juice - 20 liters
- White wine - 35 bottles
- Red wine - 25 bottles
- Rosé - 15 bottles
- Champagne - 35 bottles
- Alcohol-free beer - 120 bottles
- Beer - 240 bottles
- Coffee cream - 6 liters
- Stirrers - 300 pieces
- Ice cubes - 30 kilograms
- Napkins - 1000 pieces
- Cocktail picks - 500 pieces
- Straws - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Dish soap - 5 liters
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 5 liters
- Glass cleaner - 3 liters
- Disinfectant - 3 liters
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Liquid hand soap - 4 liters
- Paper towels - 1200 pieces

Tips

Plan two to three drinks per guest for the first hour, then about one drink per hour afterwards. Include still and sparkling water, and keep extra water available for performers and speakers.
Count tableware by place setting, then add at least 10% spare pieces. For a gala dinner, that means plates, dessert plates, cutlery, wine glasses, water glasses and coffee cups should not be ordered for the exact guest count.
Print 10% more programmes and name badges than your confirmed registrations. Late additions, damaged copies and blank replacements are easy to overlook once catering has started.
Check backstage quantities against the artist list at least one week before the concert. Confirm dressing-room tables, music stands, microphone stands, instrument cables, DI boxes and extension cords rather than assuming the venue supplies them.
Reserve hired furniture and technical equipment as soon as the date and location are confirmed, preferably several weeks ahead. Confirm every delivery one to two days before the event and check that stage sections, steps, skirt, speakers, monitors and wireless microphones are included.

Frequently asked questions

How many drinks do I need for a gala concert?: Allow two to three drinks per guest during the first hour, followed by roughly one drink per hour. Add extra still water for performers, crew and anyone avoiding alcohol, and keep a small reserve for unexpected guests.
How much tableware should I buy for a gala dinner?: Start with one complete place setting per registered guest and add 10% spare. Include dinner and dessert plates, soup bowls if served, dinner cutlery, wine and water glasses, coffee cups and coffee spoons.
When should I order gala concert equipment?: Reserve furniture, sound, lighting and other hired equipment several weeks before the concert, once the venue and programme are confirmed. Recheck the order one to two days before delivery so missing cables, stands or microphones can still be sourced.
How many printed programmes and name badges do I need?: Print the confirmed guest and artist count plus 10% spare. Finalise the quantities at least one week before the concert, then keep blank name badges and a few extra programmes at reception for late changes.

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