What to buy for a King’s Day concert

A King’s Day concert needs more than drinks and a stage setup. Plan supplies for the audience, performers, catering, power and changing weather, with enough duplicates that queues do not form. This shopping list covers serving ware, tables and seating, sound equipment, lighting and cable safety. Check technical requirements with each performer before buying or collecting equipment, and confirm the power supply before the event day.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 150
Bar stoolsqty 8
Beer tablesqty 4
Clothes racksqty 2

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving utensilsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 12
Audio cablesqty 12
Music standsqty 8
Cable reelsqty 6
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12

Lighting

LED light panelsqty 8
Light standsqty 4
Decorative light garlandsqty 10
Battery lanternsqty 8

Decorations

Dutch flagsqty 12
Orange pennantsqty 10
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 12
Stage drapesqty 3
Tapeqty 8
Cable tiesqty 200
Buntingqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Ice containersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving boardsqty 6
Serving spoonsqty 8
Pliersqty 8
Measuring cupsqty 3
Bottle openersqty 6
Corkscrewsqty 3
Napkin holdersqty 8

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 3
Crowd control barriersqty 12
Conesqty 12
Flashlightsqty 6
Safety vestsqty 12

Communication

Walkie-talkiesqty 8
Name badgesqty 30
Program leafletsqty 200
Directional signsqty 12
Whiteboard

Catering

Groceries
- Coffee - 4 packs
- Tea assortment - 4 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 crates
- Pilsner - 10 crates
- Rosé - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Whole grain bread - 8 loaves
- Mini croissants - 100 pieces
- Unsalted butter - 1.5 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 1.5 kilograms
- Ham - 2 kilograms
- Smoked chicken breast - 2 kilograms
- Hummus - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 3 kilogram
- Celery - 2 bunches
- Grapes - 4 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Strawberries - 3 kilograms
- Melons - 3 pieces
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 kilograms
- Party nuts - 4 kilograms
- Olives - 3 jars
- Pickles - 3 jars
- Toast - 12 packs
- Rice cakes - 6 packs
- Mini meatballs - 8 kilograms
- Vegetarian meatballs - 4 kilogram
- Puff pastry snacks - 8 boxes
- Mini spring rolls - 6 boxes
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Sambal - 2 jars
- Satay sauce - 3 jars
- Cocktail sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 kilogram
- Pepper - 250 gram
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Basil - 4 pots
- Chocolate cookies - 8 packs
- Syrup waffles - 8 packs
- Brownies - 6 boxes
- Dutch pancakes - 500 pieces
- Powdered sugar - 2 kilogram
- Whipped cream - 12 cans
- Napkins - 500 pieces
- Paper straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- Sponges - 12 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles

Tips

Plan at least 2–3 drinks per person for the first hour, then about 1–2 drinks per person for each additional hour. Chill the first batch before guests arrive and keep a separate reserve for later.
Count reusable drinking glasses, plates and cutlery against your confirmed registrations, then add 10–15% extra. Glasses disappear into the crowd first, so provide more than the exact headcount.
Confirm the performers’ technical requirements before collecting speakers, microphones, DI boxes, monitor speakers and cables. A missing cable or stand can stop a performance even when the main sound system is present.
Check the available power supply before bringing cable reels, extension cords and power strips. Keep audio and lighting cables protected in cable trays, and avoid running them across audience routes without cover.
Do not leave weather supplies until King’s Day morning. Party tents, tables, chairs and clothes racks should be ready for changing conditions, while drinks, snacks and catering supplies need a defined chilled-storage plan.

Frequently asked questions

How many drinks do I need for a King’s Day concert?: Allow 2–3 drinks per person for the first hour and 1–2 drinks per person for every hour after that. Add extra water separately, especially if the concert is outdoors or lasts more than three hours.
How much tableware should I buy for a concert?: Use your confirmed registration count as the baseline and add 10–15% spare plates, cups, glasses and cutlery. For 100 guests, that means planning for at least 110–115 place settings rather than exactly 100.
What sound equipment is needed for a King’s Day concert?: Confirm the performers’ technical requirements at least 2–4 weeks beforehand. Depending on the program, you may need speakers, a mixer, microphones, microphone stands, DI boxes, monitor speakers, instrument cables and audio cables.
When should I check power and lighting equipment?: Check the power supply and all lighting equipment at least 1 week before the concert, then test the complete setup on the day before or during setup. Include cable reels, extension cords, power strips and cable trays in that test.

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