What to Buy for a Library Concert

A library concert needs more than instruments and chairs. Plan drinks and snacks for the audience, serving equipment for the catering table, and clear signs from the entrance to registration. You may also need practical sound and lighting supplies, especially extension cords, power strips and gaffer tape. Use this list to check what must be bought, borrowed or collected before the room is opened.

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What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Bar stoolsqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Pastry platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Coffee potsqty 4
Teapotsqty 3

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Equipment

Sound system
Microphonesqty 3
Microphone standsqty 3
Music standsqty 5
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 3

Lighting

LED lightsqty 6
Mood lightingqty 4

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 6
Poster puttyqty 4
Photo framesqty 3

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries
- Coffee - 6 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 2 packs
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Whole milk - 6 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 packs
- Grape juice - 4 cartons
- Ice cubes - 6 bags
- Mini quiches - 120 pieces
- Mini vegetarian quiches - 40 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Baguettes - 8 pieces
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted nuts - 4 bags
- Wholegrain cookies - 6 packs
- Butter cookies - 6 packs
- Gluten-free crackers - 3 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 2 packs
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include water as well as coffee and tea supplies.
For snacks, allow two to three small portions per guest and buy a few extra servings for late arrivals. Check dietary requirements before shopping so alternatives are available on the catering table.
Count one coffee cup, glass, pastry plate and cutlery set per expected guest, plus at least 10% spare. Serving trays, tongs and cutting boards are easy to overlook until food is ready.
Check every sound and lighting item at least one day before the concert. Bring enough extension cords, power strips and gaffer tape to reach the stage area without creating loose cables.
Prepare entrance and registration signs before shopping is finished, and keep programs in a separate stack. Put the drinks in coolers or chill them several hours before doors open.

Frequently asked questions

How many drinks do I need for a library concert?: Allow two to three drinks per person during the first hour, including water, coffee and tea. Add one drink per person for every extra hour, and keep 10% extra for unexpected guests.
How much food should I buy for a library concert?: Plan two to three small snack portions per registered guest, plus around 10% extra. Confirm dietary requirements at least three days before the concert so suitable options can be included.
When should I chill drinks for a library concert?: Put bottled and canned drinks in coolers at least four hours before the audience arrives. Prepare coffee and tea equipment on the catering table during the final setup hour.
How many spare cups and plates do I need?: Buy or collect one cup, glass and pastry plate per guest, then add at least 10% spare. For 50 guests, that means 55 of each item before serving begins.

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