What to buy for a listening concert

A listening concert needs more than chairs and refreshments. You’ll need the right audio connections, quiet lighting, registration supplies and enough tableware for a seated audience. Plan drinks and snacks around the number of guests, with extra water for performers and crew. This checklist helps you buy or bring everything before setup day, when missing cables, glasses or extension cords are hardest to replace.

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What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Changing room table
Coat racksqty 3
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Monitor speaker
Music standsqty 4
DI boxqty 2
XLR cablesqty 8
Jack cablesqty 4
Laptop
Laptop stand
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Lighting

Stage lightsqty 4
Atmosphere lightsqty 8
Light standsqty 4

Tableware

Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 70
Cake platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Program standsqty 4
Directional signsqty 8
Name badgesqty 70
Pensqty 10
Printer paper
Sticky tackqty 4
Table numbersqty 8

Catering

Groceries
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 pack
- Milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Butter - 500 grams
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini sandwiches - 80 pieces
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cold cuts - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Olives - 4 jars
- Nut mix - 2 kilo
- Cookies - 6 packs
- Brownies - 60
- Gluten-free crackers - 3 packs
- Vegan sandwiches - 20 pieces
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Ketchup - 1 bottle
- Paper napkins - 200 pieces
- Coffee filters - 1 pack
- Ice cubes - 10 kilos
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Cleaning sponges - 2 packs
- Hand soap - 4 bottles
- Paper towels - 4 packs

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Cleaning glovesqty 6

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include still water for every performer and crew member, plus coffee cups if coffee is being served.
Count one plate, fork, knife and glass per guest, then add at least 10% extra. Cake plates, serving platters and serving tongs are easy to overlook when the catering arrives.
Check every audio connection before shopping: microphones need stands and XLR cables, instruments may need jack cables or a DI box, and a laptop may need its own connection to the mixer.
Bring enough extension cords and power strips to reach the mixer, active speakers, monitor speaker and lighting stands without cables crossing walkways. Secure floor cables with gaffer tape before guests enter.
Prepare the reception supplies at least one day ahead: print the registration list and badges, and set aside signage materials for the program and route. Keep a changing-room table and coat racks near the entrance so the welcome area does not become crowded.

Frequently asked questions

How many drinks do I need for a listening concert?: Buy two to three drinks per person for the first hour and one additional drink per person for every hour after that. Add extra still water for each performer and crew member.
How much tableware should I buy for a concert audience?: Plan one complete place setting per registered guest, including a plate, cutlery set and glass, then add 10% extra. For 50 guests, that means 55 of each basic item where practical.
What sound equipment is needed for a listening concert?: The setup may require active speakers, a mixer, microphones, microphone stands, a monitor speaker, music stands, a DI box, XLR cables, jack cables and a laptop connection. Check the performer’s input list at least one week before the concert.
When should I check the equipment and power supply?: Check all equipment, cables, extension cords and power strips at least one day before the event. Complete the sound check several hours before doors open so missing connections can still be replaced.

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