What You Need for a Jazz Concert

Use this shopping list to prepare a jazz concert for both the audience and the musicians. It covers seating, tables, catering and drinks, plus the stage, sound and lighting items that are easy to overlook. Check the band’s technical requirements before buying or hiring equipment, especially microphones, monitors, DI boxes and cables. Confirm quantities after you know the venue capacity and expected attendance.

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What to bring

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

Furniture

Chairsqty 120
Bistro tablesqty 12
Buffet tablesqty 4
Bar tableqty 2
Coat racksqty 4
Stage sectionsqty 6

Tableware

Water glassesqty 150
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 120
Forksqty 150
Knivesqty 150
Spoonsqty 100
Coffee spoonsqty 80

Equipment

Stage microphonesqty 5
Microphone standsqty 5
Speakersqty 2
Monitor speakersqty 2
Mixing console
DI boxesqty 3
Instrument cablesqty 10
Microphone cablesqty 10
Headphonesqty 2
Musician stoolsqty 5
Piano stool

Lighting

Stage spotlightsqty 6
Light standsqty 2
Mood lightingqty 10
Extension cordsqty 8
Power stripsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Thermos cupsqty 80

Decorations

Table runnersqty 12
Flower arrangementsqty 8
Menu Card Holdersqty 12
Stage backdrop
Chalkboardsqty 4

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 5 boxes
- Herbal tea - 3 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White beer - 36 bottles
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Gin - 2 bottles
- Vodka - 2 bottles
- Bourbon - 2 bottles
- Bourbon - 2 bottles
- Ice cubes - 20 kilo
- Bitter lemon - 4 bottles
- Lime juice - 4 bottles
- Bitterballen - 300 pieces
- Mini cheese soufflés - 200 pieces
- Vegetarian spring rolls - 200 pieces
- Mini quiches - 150 pieces
- Hummus - 6 tubs
- Tzatziki - 4 tubs
- Raw vegetables - 8 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Celery - 2 kilo
- Grapes - 5 kilos
- Apples - 50 pieces
- Pears - 40 pieces
- Bananas - 30 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Snack nuts - 6 bags
- Olives - 8 jars
- Salty crackers - 8 packs
- Baguettes - 20 pieces
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Brie - 3 kilo
- Goat cheese - 2 kilos
- Grape jam - 4 jars
- Honey - 2 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 3 jars
- Cocktail sauce - 2 bottles
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 packs
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan one chair per seated guest, then add 5% extra if storage allows. Count separate musician stools and a piano stool rather than assuming regular chairs will work on stage.
For drinks, allow 2–3 servings per person during the first hour, then about 1–2 servings for every additional hour. Buy or collect water glasses, wine glasses and coffee cups separately so you do not run short during service.
Count tableware against the catering format: plates and forks for the main course, dessert plates and spoons for dessert, and coffee spoons if coffee is served. Add roughly 10% spare pieces for breakage, dropped cutlery and late arrivals.
Do not wait until the concert day to check sound equipment. Match the band’s input list to the stage microphones, microphone stands, speakers, monitor speakers, mixing console, DI boxes and both instrument and microphone cables at least one week beforehand.
Prepare lighting and power as one set: podium spots, light stands, ambient lighting and extension cords must reach their positions safely. Test every cable and light in the venue before guests arrive, and keep cables clear of walkways.

Frequently asked questions

How many chairs do I need for a jazz concert?: Provide one chair for every seated guest based on your final capacity or registration count. Add 5% extra where possible, and include separate musician stools and a piano stool for the stage.
How many drinks should I buy for a jazz concert?: Use 2–3 drinks per guest for the first hour, then 1–2 drinks per guest for each additional hour. Include water as well as wine or other drinks, and allow extra stock for performers and staff.
When should I check the jazz band’s technical equipment?: Get the band’s technical requirements at least one week before the concert. Use that list to confirm microphones, monitors, DI boxes, cables, the mixing console and any equipment you need to hire.
How much spare tableware should I buy for a jazz concert?: Plan around 10% spare plates, glasses and cutlery above your expected requirement. This covers breakage, dropped items and guests who take a second serving without leaving the service short.

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