What you need for a memorial concert

A memorial concert needs more than instruments and chairs. Plan the items that help guests arrive, sit comfortably, follow the programme and take part in the ceremony without delays. Your list may include memorial candles, printed programmes, catering tableware and sound equipment such as microphones, speakers and DI boxes. Check quantities against your expected audience, choir or orchestra size, venue layout and the length of the reception.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Dressing tablesqty 2
Coat racksqty 2
Stoolsqty 8
Stage modulesqty 6
Music standsqty 35
Conductor's lectern
Coat racksqty 4
Bollardsqty 6

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 12
Serving traysqty 8

Equipment

Mixer
Speakersqty 2
Monitor speakersqty 2
Wireless microphonesqty 3
Wired microphonesqty 4
Microphone standsqty 6
DI boxesqty 2
Keyboard
Keyboard stand
Music standsqty 35
XLR cablesqty 12
Jack cablesqty 6
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Cable tiesqty 100

Lighting

LED spotlightsqty 6
Tripod lightingqty 2
Emergency lightsqty 4

Decorations

Memorial candlesqty 120
Candle holdersqty 4
White table runnersqty 10
Flower arrangementsqty 4
Memorial banner
Photo framesqty 6
Table décorqty 10

Kitchen

Thermos flasksqty 8
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Oven mittsqty 2

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 3
Toilet brushesqty 3
Glovesqty 12

Catering

Program leafletsqty 130
Name badgesqty 30
Pensqty 20
Registration formsqty 130
Napkinsqty 300
Serving plattersqty 12
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Ice cubes - 10 kilos
- Coffee milk - 2 bottles
- Butter - 500 grams
- Mini currant buns - 100 pieces
- Mini cheese rolls - 100 pieces
- Mini vegetable pies - 80 pieces
- Mini cheese sandwiches - 40 pieces
- Ham mini sandwiches - 40 pieces
- Hummus mini sandwiches - 30 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Salted nuts - 3 kilos
- Olives - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Young cheese - 2 kilos
- Boiled ham - 1.5 kilos
- Hummus wraps - 30 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 20 pieces
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Bread bags - 2 packs
- Disposable cups - 150 pieces
- Paper plates - 150
- Wooden stirrers - 200 pieces
- Coffee filters - 2 packs
- Tea filters - 1 pack
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Trash bags - 3 rolls
- Freezer bags - 2 packs
- Napkins - 300 pieces
- Matches - 2 boxes
- AA batteries - 12 pieces
- AAA batteries - 12 pieces

Tips

Order memorial candles early enough to allow for delivery and checking quantities. Count one candle per intended participant or guest, then add a small reserve for damaged or misplaced candles.
Print programme brochures at least 7–10 days before the concert if the programme is settled. Include enough copies for every expected guest, plus around 5% extra for late arrivals and keepsakes.
Match seating and tableware to your registration numbers rather than the room’s maximum capacity. For a reception, provide one plate, glass, fork and teaspoon per guest, with an additional 10% available for replacements.
Confirm the audio package before the final rehearsal. Count microphones for the presenter, speakers and performers separately, and check that the mixer, monitor speakers, microphone stands and DI boxes match the stage setup.
Arrange the piano or keyboard, keyboard stand, music stands and conductor’s lectern before the rehearsal day. These items are easy to overlook because the venue may have some equipment, but not necessarily the right number or model.

Frequently asked questions

What should I buy for a memorial concert?: Plan memorial candles, printed programme brochures, catering supplies and tableware, along with any missing furniture and stage equipment. The exact quantities depend on guest registrations, performers and the venue’s existing inventory.
How many printed programmes do I need for a memorial concert?: Prepare one programme for each expected guest and add about 5% extra. If you expect 200 guests, print roughly 210 copies, provided the programme content is final at least 7–10 days before the event.
How many chairs and glasses are needed for a memorial concert?: Provide one chair and one glass per registered guest, then keep around 5% extra where storage allows. For 200 guests, that means planning for approximately 210 chairs and glasses, unless the venue already supplies them.
When should I order candles and catering supplies for a memorial concert?: Order candles and non-perishable catering supplies at least 2–3 weeks ahead. Confirm fresh catering and final dietary requirements 5–7 days before the concert, then check delivery quantities when they arrive.

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