What you need for a midnight concert

A midnight concert needs more than instruments and a stage. You need enough seating, barware, serving equipment, power distribution and cable protection to keep the venue safe and comfortable through the late hours. This checklist covers the physical items to buy, hire or bring, from microphones and subwoofers to coat racks, water glasses and extension cords. Check quantities against your audience size and confirm technical requirements with each artist before shopping.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Folding chairsqty 100
High tablesqty 8
Beer tablesqty 6
Bar stoolsqty 12
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 12
Barrier tapeqty 4

Tableware

Water glassesqty 120
Wine glassesqty 80
Coffee cupsqty 80
Cake platesqty 100
Forksqty 120
Napkin holdersqty 12
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DIY boxesqty 3
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Cable traysqty 20
Ticket scannerqty 2
Cash register
Walkie-talkiesqty 6
Power banksqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
Mood lightingqty 12

Decorations

Backdrop
Stage curtainsqty 2
String lightsqty 8
Tableclothsqty 14
Plantsqty 8
Postersqty 12
Adhesive stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Ice packsqty 20

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 4
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Rood - 40 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Beer - 10 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Black tea - 1 box
- Herbal tea - 1 box
- Milk - 8 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 3 kilogram
- Ice cubes - 20 kilograms
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Olives - 6 jars
- Pickles - 4 jars
- Grapes - 5 kilograms
- Apples - 5 kilograms
- Bananas - 4 kilogram
- Strawberries - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 4 pieces
- Carrots - 3 kilograms
- Peppers - 3 kilograms
- Hummus - 12 tubs
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Chicken breast slices - 2 kilograms
- Hummus wraps - 120 pieces
- Mini quiches - 120 pieces
- Mini sandwiches - 160 pieces
- Puff pastry snacks - 160 pieces
- Cheese cubes - 3 kilograms
- Crackers - 10 packs
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic dressing - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Coffee creamer - 2 packs
- Cookies - 8 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Paper cups - 250 pieces
- Paper plates - 150 pieces
- Wooden stirrers - 250 pieces
- Straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 8 packs
- Hand soap - 6 bottles
- Toilet freshener - 4 pieces
- Bandages - 2 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Gaffer tape - 6 rolls
- Cable ties - 200 pieces
- Ballpoint pens - 20 pieces
- Wristbands - 150 pieces

Tips

Plan at least one water glass per guest if water is served at the entrance or bar, plus a separate supply for performers and crew. Water is often forgotten when attention goes to wine glasses and coffee cups.
For a seated audience, count one folding chair per expected guest and keep a small reserve available. Add high tables, beer tables or bar stools only where people will actually wait, drink or stand during the show.
Do not leave technical cables until the setup hour. Bring extension cords, power strips, cable reels and cable trays early enough to test every microphone, monitor, speaker and subwoofer before the audience arrives.
A midnight arrival and departure make entrance lighting and crowd control more important. Have LED spotlights, bollards and barrier tape ready before opening the venue, rather than trying to find them after the first guests arrive.
Buy or collect serving items as a complete set: platters, serving spoons, cake plates, forks, napkins and holders. Missing one small item can slow catering down, especially when the bar and food service run at the same time.

Frequently asked questions

How much seating do I need for a midnight concert?: Allow one folding chair for every guest who has a seat, then keep roughly 5% extra if storage space allows. For 100 seated guests, that means 100 chairs in use and about 5 spare chairs.
How many glasses should I buy for a midnight concert?: For a 100-person event, start with at least 100 water glasses and enough wine glasses for the maximum number of simultaneous wine drinkers, not just the number of bottles. Add 10–15% spare glassware to cover breakage and delayed washing.
When should I arrange cables and power equipment?: Have extension cords, power strips, cable reels, cable trays and distribution equipment at the venue before technical setup begins. Complete a full power and sound check at least 2 hours before doors open.
What should I prepare for coats at a late-night concert?: Set up coat racks and hangers before the entrance opens, with at least one hanger per expected checked coat. If 80 guests may check coats, prepare 80 hangers and a clear area for the racks before the first arrival.

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