What to Buy for a Music Weekend

A music weekend needs more than drinks and snacks. Plan supplies for performances, shared meals, coffee breaks and the time between sessions, with enough tableware and cooling space for everyone. The sound setup also depends on small items that are easy to miss, such as spare batteries, power strips and cable protection. Use this shopping list alongside your event plan, then check quantities again after registrations close and dietary requirements are confirmed.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 8
Buffet tablesqty 4
Clothes racksqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Music cablesqty 12
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 10
Music standsqty 12
Spare batteriesqty 16

Lighting

LED spotlightsqty 6
String lightsqty 6
Light standsqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 4

Decorations

Stage drapesqty 4
Buntingqty 8
Tableclothsqty 12
Name badgesqty 80
Program postersqty 10
Tapeqty 6
Cable tiesqty 100

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Milk cups - 120 pieces
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini rolls - 160 pieces
- Butter - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Ham - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 3 jars
- Herb butter - 1 kilogram
- Mixed salad - 2 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Melons - 4 pieces
- Olives - 4 jars
- Pickles - 3 jars
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted breadsticks - 6 bags
- Cheese crackers - 6 packs
- Mini pizzas - 120 pieces
- Vegetarian quiche - 8 pieces
- Chicken skewers - 120 pieces
- Vegetarian skewers - 80 pieces
- Wraps - 100 pieces
- Pasta - 4 kilograms
- Pasta sauce - 8 jars
- Pesto - 3 jars
- Parmesan cheese - 1 kilogram
- Bolognese sauce - 6 jars
- Vegetarian mince - 2 kilograms
- Sandwiches - 100 pieces
- Hot dogs - 100 pieces
- Vegetarian hot dogs - 40 pieces
- Coleslaw - 4 kilogram
- Fry sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Garlic sauce - 3 bottles
- Herbs - 1 set
- Salt - 1 kilogram
- Pepper - 2 mills
- Olive oil - 2 liters
- Cooking oil - 2 liters
- Lemon juice - 2 bottles
- Cake - 4 pieces
- Cookies - 8 packs
- Chocolate bars - 60 pieces
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Disinfectant - 2 bottles
- Sponges - 12 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs

Tips

Plan around two to three drinks per person for the first hour, then one drink per person per hour. Add extra water for performers, volunteers and anyone travelling in warm weather.
For a full weekend, allow at least one complete plate and cutlery set per guest per meal, plus 10% spare. Buy serving platters and tongs separately so shared food is not served with personal utensils.
Provide one coffee cup per expected coffee break attendee and enough hot-water capacity for a full round at once. Check coffee machines, kettles and hot drink urns before shopping rather than discovering a shortage during the first morning.
Count microphones, stands, DI boxes and monitor speakers against the confirmed artist schedule. Pack spare batteries and bring at least one extra power strip and extension cord for last-minute equipment changes.
Keep chilled food and drinks cold from delivery until serving: arrange coolers before the shopping trip and store food separately from drinks where possible. Recheck dietary requirements 48 hours before the weekend so substitutions are not left until setup.

Frequently asked questions

How many drinks should I buy for a music weekend?: Use two to three drinks per person for the first hour, followed by one drink per person per hour. Add water separately and keep extra stock for performers, volunteers and transport delays.
How much tableware do I need for a music weekend?: Plan one plate, cutlery set and reusable glass per person per meal, then add 10% spare. If washing up is limited, increase the quantity or plan separate sets for each meal.
What sound equipment should I bring to a music weekend?: Match active speakers, microphones, stands, DI boxes and monitor speakers to the confirmed programme. Include music cables, power strips, extension cords, cable mats and spare batteries, and check everything at least one day before opening.
When should I do the shopping for a music weekend?: Buy non-perishable supplies two to three days before the event. Order chilled food and drinks for delivery or collection close to setup, then chill drinks and store food cold before guests arrive.

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