What to Buy for a Marching Concert

A marching concert needs more than instruments and a stage. Your shopping list also covers drinks and snacks, serving items, printed materials, batteries, lighting supplies, and the cables that keep the sound setup running. Plan quantities around the number of performers, volunteers, and visitors, then add a small reserve for long changeovers and late arrivals. Chill drinks before the event and check every cable, power strip, and battery before the bands arrive.

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What to bring

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

Furniture

Stage sectionsqty 6
Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 8
Chairsqty 320
Stoolsqty 12
Clothes racksqty 2
Bollardsqty 12

Equipment

Mixer
Active speakersqty 4
Subwoofersqty 2
Wireless microphonesqty 3
Microphone standsqty 4
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
Music standsqty 80
Conductor's lecternqty 2
Music stand lightsqty 20
Stage stepsqty 2

Lighting

LED spotlightsqty 8
Light standsqty 4
Mood lightingqty 8
Battery lanternsqty 12
Batteriesqty 48

Tableware

Glassesqty 350
Coffee cupsqty 120
Platesqty 350
Forksqty 350
Knivesqty 150
Spoonsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 8
Ice containersqty 4
Serving plattersqty 20
Serving traysqty 8
Pliersqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 20
Cooler labels

Decorations

Buntingqty 12
Stage drapesqty 4
Tableclothsqty 16
Program boardsqty 4
Wayfinding signsqty 10
Chalkboardsqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Flashlightsqty 6
Vestsqty 12
Barrier tapeqty 6

Catering

Groceries
- Coffee - 3 kilos
- Tea - 250 bags
- Sugar - 2 kilos
- Sweeteners - 250 pieces
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 6 liters
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Alcohol-free wine - 4 bottles
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Baguettes - 18 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Butter - 1 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1,5 kilo
- Cucumbers - 3 kilos
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Bar snacks - 6 kilos
- Salted sticks - 6 bags
- Mini pretzels - 6 bags
- Olives - 3 kg
- Pickles - 3 jars
- Grapes - 5 kilos
- Apples - 5 kilo
- Mandarins - 5 kilos
- Mini muffins - 180 pieces
- Brownies - 120 pieces
- Apple pie - 6 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Satay sauce - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Cleaning product - 4 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Nitrile gloves - 4 boxes
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
- Bandages - 4 boxes

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include extra water for performers and volunteers, especially when they are marching or playing outdoors.
Buy at least one spare pack of batteries for every battery-powered light, microphone, or lantern. Test the batteries before the concert rather than discovering a dead set during the evening.
Match glasses and coffee cups to the guest count, then add 10–15% extra for breakage, misplaced cups, and people taking a second drink. Keep separate supplies available for performers and crew.
Allow enough XLR cables, jack cables, extension cords, and power strips to reach every position in the sound plan, with several spare cables on hand. Use cable trays where leads cross walking routes.
Prepare printed programs and name badges at least one day before the concert. Keep a small reserve of blank badges and pens for late registrations, visiting musicians, and volunteers who change roles.

Frequently asked questions

How many drinks do I need for a marching concert?: Plan for two to three drinks per person during the first hour and one additional drink per person for every following hour. Add extra water for marching bands, volunteers, and performers working outdoors.
How many glasses and coffee cups should I buy?: Use the expected number of guests as your starting point and add 10–15% extra. This covers breakage, lost cups, and visitors returning for another drink.
How many spare batteries do I need for concert lighting?: Keep at least one spare pack for each battery-powered lantern, light, or wireless device. Test all batteries on the day before the concert and replace weak ones immediately.
When should I prepare the marching concert shopping?: Buy non-perishable supplies at least three days before the event and chill drinks the day before. Do the final inventory of cables, lighting, tableware, printed programs, and snacks on the morning before setup.

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