What to buy for a memorial concert

A memorial concert needs more than instruments and a stage. Guests need clear arrival information, a comfortable place to sit, refreshments, and a calm, well-lit setting for the programme and speakers. This shopping list covers the practical supplies behind the event, including microphones, cable management, printed information, memorial decorations, and catering support. Check quantities against your confirmed guest list, musicians, speakers, venue layout, and programme before placing orders.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Stage sectionsqty 6
Lectern
Coat racksqty 4
Buffet tablesqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Wired microphonesqty 3
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Music standsqty 30
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 8
Laptop
USB stickqty 2

Lighting

LED spotlightsqty 8
Stage lightsqty 6
Standing lampsqty 4
Mood lightingqty 6
Spare batteriesqty 24

Decorations

Memorial bannerqty 2
Photo framesqty 12
Flower arrangementsqty 8
LED candlesqty 60
White table runnersqty 12
Information boardsqty 6
Wayfinding signsqty 8

Tableware

Coffee cupsqty 150
Water glassesqty 180
Wine glassesqty 150
Cake platesqty 150
Coffee spoonsqty 150
Forksqty 150
Serving utensilsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 12
Ice cube traysqty 6

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa Powder - 1 canister
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Grape juice - 6 bottles
- Alcohol-free white wine - 12 bottles
- Alcohol-free red wine - 8 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Mini bake-at-home rolls - 200 pieces
- Unsalted butter - 2 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Brie - 2 kilos
- Smoked chicken breast - 2 kilo
- Back ham - 2 kilos
- Vegetarian spreads - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Arugula - 1 kilo
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Celery - 2 heads
- Grapes - 5 kilos
- Apples - 150 pieces
- Pears - 80 pieces
- Bananas - 60 pieces
- Mandarins - 100 pieces
- Raisins - 2 kilos
- Walnuts - 1 kilo
- Almonds - 1 kilo
- Salted peanuts - 2 kilos
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Tortilla chips - 8 bags
- Olives - 3 kg
- Pickles - 2 jars
- Sun-dried tomatoes - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Fresh chives - 6 bunches
- Fresh parsley - 6 bunches
- Mini quiches - 180 pieces
- Vegetarian puff pastry bites - 180 pieces
- Cheese straws - 150 pieces
- Mini frikandel rolls - 120 pieces
- Vegan vegetable bites - 100 pieces
- Gluten-free crackers - 6 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan sandwiches - 30 pieces
- Butter cookies - 8 packs
- Vegan cookies - 6 packs
- Gluten-free cookies - 4 packs
- Brownies - 150 pieces
- Whipped cream - 6 cans
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Sandwich bags - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 3 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan one chair for every registered guest, plus 5–10% extra if the venue allows it. Add separate seating or a clear space for musicians, speakers, and accessibility needs rather than trying to fit everyone into one block.
For a reception lasting about one hour, allow two to three drinks per guest, then add roughly 10% for unexpected arrivals. Confirm dietary requirements before ordering food, and keep suitable options clearly marked at the buffet.
Count microphones by role before the concert: speakers, conductor, singers, and announcements may need different positions. Keep at least two spare microphone cables and fresh reserve batteries available, especially when wireless microphones are used.
Buy or prepare printed programmes for the final guest count plus 10%. Put route, parking, registration, and quiet-room information on separate signs so guests can find essential details without interrupting the memorial programme.
Test every extension cord, power strip, DI box, monitor speaker, laptop, and USB stick before the event day. Pack the technical supplies together and label cables by position so setup does not depend on identifying them under time pressure.

Frequently asked questions

How many chairs do I need for a memorial concert?: Start with one chair per registered guest and add 5–10% spare capacity where the venue permits. Reserve additional space for musicians, speakers, wheelchairs, and clear entrance routes before finalising the layout.
How much food and drink should I buy for a memorial concert?: For a one-hour reception, plan two to three drinks per guest, plus about 10% extra. Order food from the confirmed guest count and include every dietary requirement collected during registration.
How many printed programmes should I prepare?: Print one programme booklet per expected guest and add 10% extra. Finalise the file only after the repertoire, speakers, timings, and venue information are confirmed, then print several days before the concert.
What technical supplies are easy to forget for a memorial concert?: Reserve spare cables, power strips, extension cords, cable trays, microphone stands, batteries, and a backup USB stick or laptop connection. Test them at least one day before the concert and repeat the connection check when the venue opens.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.