What you need for a multimedia concert

A multimedia concert needs more than instruments and a stage. You need a reliable playback setup, enough audio and lighting equipment, spare connections, and a clear way to protect presentation and video files. Use this list alongside your technical floor plan and run sheet. Quantities depend on the venue and number of performers, but the guidance below highlights the items people most often overlook or arrange too late.

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What to bring

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

Furniture

Chairsqty 120
High tablesqty 10
Tablesqty 8
Stage sectionsqty 8
Coat racksqty 3
Clothes hangersqty 150
Bollardsqty 8
Dressing room tablesqty 3

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Laptop for playbackqty 2
USB backup drivesqty 2
HDMI splittersqty 2
HDMI cablesqty 8
Audio cablesqty 20
XLR cablesqty 20
Extension cordsqty 12
Power stripsqty 10
DI and cable bagsqty 6
Laptop standsqty 2
Projectorsqty 2
Projection screensqty 2
Projector mountsqty 2
Media playersqty 2
Presentation clickerqty 2
Ethernet cablesqty 6
Gaffer tapeqty 8
Cable matsqty 12
Cable tiesqty 100
Tool casesqty 2
Flashlightsqty 4

Lighting

LED stage spotlightsqty 8
Effect lightsqty 4
Light standsqty 4
Light controller
Spare bulbsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Thermos flasksqty 6
Drink dispensersqty 4

Decorations

Stage drapesqty 4
Decorative clothsqty 8
Welcome sign
Direction signsqty 12
Adhesive hooksqty 30
Name badge holdersqty 20

Cleaning

Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Ginger beer - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Alcohol-free sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 5 kilos
- Olives - 3 kg
- Rice crackers - 5 packs
- Mini cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Mandarins - 6 kilos
- Bananas - 5 kilo
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Semi-aged cheese - 4 kilos
- Vegan cheese - 2 kilo
- Grape jam - 2 jars
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Whole grain bread - 8 loaves
- Wraps - 100 pieces
- Herb butter - 2 kilo
- Chicken breast topping - 3 kilos
- Smoked salmon - 2 kilos
- Vegan vegetable spread - 2 kilos
- Croquettes - 100 pieces
- Vegetarian croquettes - 50 pieces
- Mustard - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Chili sauce - 2 bottles
- Pesto - 2 jars
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Olive oil - 2 liters
- Butter - 1 kilo
- Eggs - 30 pieces
- Puff pastry - 10 packs
- Mini quiches - 100 pieces
- Vegan mini quiches - 50 pieces
- Brownies - 100 pieces
- Vegan cookies - 6 packs
- Milk chocolate - 3 kilos
- Dark chocolate - 3 kilos
- Cookies - 10 packs
- Napkins - 500 pieces
- Coffee filters - 2 boxes
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Toilet freshener - 4 pieces
- Printer paper - 2 packs
- Ballpoint pens - 20 pieces
- Name badges - 150 pieces
- Wristbands - 150 pieces
- Signage tape - 6 rolls
- AA batteries - 24 pieces
- AAA batteries - 24 pieces

Tips

Bring at least two USB backup drives and keep the final audio, presentation and video files on both. Test every file on the playback laptop before the event, not only on the production computer.
Count every connection before ordering cables: allow one HDMI cable per video link, one XLR cable per microphone or DI box, and at least two spare audio cables for failures during setup.
Plan power by equipment area. Use separate power strips and extension cords for audio, lighting and video where possible, and pack at least one spare power strip and two spare extension cords.
Provide one microphone stand and one DI box for each planned microphone or direct instrument feed, then add one spare stand and DI box if the programme includes quick changeovers.
Do not leave backstage furniture until the last week. Provide dressing room tables, coat racks, hangers and chairs before performers arrive, and check that the venue can supply the required quantities.

Frequently asked questions

What equipment do I need for a multimedia concert?: At minimum, plan for PA speakers, subwoofers, a mixing console, microphones, monitor speakers, a playback laptop, HDMI connections and lighting control. Add cables, DI boxes, power strips and extension cords for every technical position, plus spares.
How many backup drives do I need for a concert?: Use at least two USB backup drives, with identical final copies of all audio, video and presentation files. Keep one copy with the technical lead and one separate from the playback laptop until the concert is over.
How many microphones and cables should I buy?: Count one wireless microphone and one XLR cable for each planned vocal or spoken part, then add at least one spare microphone and two spare audio cables. The final number depends on the programme and changeovers.
When should I order multimedia concert equipment?: Confirm technical requirements and book the supplier at least 4–6 weeks before the concert. Finalise files, cable lengths, the floor plan and lighting plan no later than 7 days before setup.

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