What you need for a jazz concert

A jazz concert needs more than instruments and a stage. Your shopping list also has to cover drinks, coffee service, buffet items, tableware and the small technical supplies that keep the evening running. Plan quantities from your confirmed visitor list, then add a small buffer before shopping. Check access, power and sound requirements with the band and audio supplier early, because replacement cables, batteries or glasses are difficult to find just before doors open.

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What to bring

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

Furniture

Chairsqty 170
Bistro tablesqty 12
Buffet tablesqty 4
Bar
Coat racksqty 4
Stoolsqty 6

Equipment

Sound system
Mixer
Microphonesqty 5
Microphone standsqty 5
Speakersqty 4
Monitor speakersqty 2
DI boxesqty 3
Instrument cablesqty 10
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Cable tiesqty 100
Spare batteriesqty 20

Lighting

Stage spotlightsqty 6
Atmosphere lightsqty 12
Light standsqty 3

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Pastry forksqty 180
Coffee spoonsqty 100
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice cube traysqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8

Decorations

Tableclothsqty 16
Napkin holdersqty 12
Menu standsqty 12
Flower arrangementsqty 8
Decorative clothsqty 6
Directional signsqty 8
Coat check tagsqty 250

Cleaning

Cleaning cart
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Glovesqty 12

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweetener - 300 pieces
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Tonic - 12 bottles
- Ginger ale - 12 bottles
- Bitter lemon - 12 bottles
- Sparkling water - 30 bottles
- Still water - 30 bottles
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Beer crates - 8 crates
- Lemons - 4 kilos
- Limes - 3 kilos
- Fresh mint - 10 bunches
- Ice cubes - 30 kilo
- Baguettes - 25 pieces
- Unsalted butter - 2 kilos
- Cream cheese - 3 kilos
- Hummus - 3 kilos
- Herb butter - 2 kilo
- Young cheese - 4 kilos
- Brie - 3 kilo
- Smoked salmon - 2 kilos
- Raw ham - 2 kilos
- Grilled vegetables - 3 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Strawberries - 3 kilos
- Olives - 3 kg
- Pickles - 2 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted nuts - 4 kilos
- Rice crackers - 8 packs
- Salted sticks - 8 packs
- Mini quiches - 250 pieces
- Vegetable spring rolls - 200 pieces
- Falafel balls - 200 pieces
- Puff pastry snacks - 200 pieces
- Mini brownies - 180 units
- Mini muffins - 180 pieces
- Lemon cake - 6 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Cocktail sauce - 2 bottles
- Olive oil - 2 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Napkins - 600 pieces
- Cocktail picks - 500 pieces
- Straws - 300 pieces
- Trash bags - 100 pieces
- Glass cleaner - 2 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan drinks for the confirmed audience, not the room capacity. For the first hour, allow two to three drinks per person, then add water for the full evening and chill the first batch before guests arrive.
Match tableware to the menu and service style. Count one wine glass, water glass, plate and pastry fork per guest, then add roughly 10% extra for breakage, dropped items and items waiting at the buffet.
Confirm the band’s technical input list before buying or hiring equipment. Ask how many microphones, DI boxes, monitor speakers, instrument cables and power connections they need at least one week before the concert.
Bring more power and cable supplies than the stage plan appears to require. Keep spare batteries, extension cords, power strips, cable ties and cable trays together so a loose connection can be fixed without delaying the program.
Do not leave presentation items until the day itself. Buy or collect serving platters, serving tongs, coffee cups and spoons early enough to check that the quantity matches the catering order and the number of registered visitors.

Frequently asked questions

How many drinks do I need for a jazz concert?: For the first hour, plan two to three drinks per person. Add water for the entire concert and increase the total if the program includes an interval or lasts more than three hours.
How much tableware should I buy for a concert?: Start with one item per guest for glasses, plates and pastry forks, then add about 10% spare capacity. For 100 guests, that means planning for approximately 110 of each frequently used item.
When should I confirm the jazz band’s equipment needs?: Confirm the technical requirements at least one week before the concert. Recheck the microphone, DI box, monitor, cable and power needs when the band confirms its arrival.
When should I chill drinks for a jazz concert?: Chill the first drinks several hours before doors open, and keep a second batch ready to cool during the event. Do not wait until the final hour if your refrigerator or bar storage is limited.

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