What you need for a jazz concert

A jazz concert needs more than instruments and a microphone. Plan what guests, musicians and the front-of-house team will use from arrival through the final encore: drinks, serving items, printed programmes, seating and sound connections. Buy or borrow consumables early, then check technical equipment before the musicians arrive. This list is built for a concert with a stage, bar, refreshments and seated visitors, so you can match quantities to your guest count.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Stage sectionsqty 12
Mixer
Speakersqty 2
Stage monitorsqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
XLR cablesqty 8
Cable reelsqty 4
Extension cordsqty 8

Lighting

Stage lightsqty 4
Light standsqty 2
Mood lightingqty 6

Tableware

Water glassesqty 100
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving traysqty 6
Scissorsqty 2
Cutting boardsqty 3
Chef's knivesqty 3

Decorations

Tableclothsqty 12
Menu standsqty 8
Flower arrangementsqty 8
Name badgesqty 10

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Spongesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Orange juice - 6 liters
- Apple juice - 4 liter
- Non-alcoholic beer - 24 bottles
- Pilsner - 72 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Lemons - 10 pieces
- Ice cubes - 10 kilograms
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Hummus - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Grapes - 4 kilograms
- Apples - 50 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Crackers - 8 packs
- Napkins - 400 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Cocktail sticks - 2 boxes

Tips

Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Include water as well as alcoholic and non-alcoholic options, and chill the first batch before doors open.
Allow one water glass per seated guest plus at least 10% extra. For a bar serving wine and coffee, stock roughly one wine glass per expected wine drinker and one coffee cup per coffee drinker, with spares for breakage.
Prepare one printed programme for every visitor on the list, plus 5–10% extra copies. Print the visitor list and keep it at the entrance so registration and late arrivals do not depend on a phone or laptop.
Check the signal path before the soundcheck: each microphone needs a stand and XLR cable, while instruments that do not use microphones may need a DI box. Bring at least two spare XLR cables and one cable reel or extension cord for each separate power area.
Buy or confirm snacks and catering no later than 2–3 days before the concert, especially after collecting dietary requirements. Keep separate serving trays, cutting boards and knives for food preparation, and set out plates and cutlery before guests enter.

Frequently asked questions

What drinks do I need for a jazz concert?: For the first hour, allow two to three drinks per guest, then one drink per person per additional hour. Include bottled or poured water, non-alcoholic choices and the drinks you plan to serve at the bar; chill the first batch at least 3 hours before doors open.
How many programmes should I print for a jazz concert?: Print one programme for every registered visitor and add 5–10% extra. For 80 visitors, that means 84–88 programmes, ready at least 1 day before the concert.
What sound equipment is needed for a jazz concert?: A basic setup may include a mixer, speakers, stage monitors, microphones, microphone stands, DI boxes and XLR cables. Test every connection during the soundcheck 2–3 hours before the audience arrives, and keep spare cables available.
How much tableware do I need for a concert reception?: Start with one plate, one cutlery set and one water glass per guest, then add 10% spare capacity. For 100 guests, prepare at least 110 of each frequently used item, with extra wine glasses and coffee cups based on expected use.

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