What to buy for a musical concert

A musical concert needs more than instruments and a stage. Plan drinks for performers and guests, tableware for coffee or catering, and practical backstage supplies before shopping day. The equipment list includes microphones, speakers, cables, lighting and cable protection, so check quantities against the venue and number of performers. Buy or collect consumables at least two days ahead, then chill drinks and pack small technical accessories separately so they are easy to find during setup.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
High tablesqty 4
Coat racksqty 2
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Stage stepsqty 2
Stage skirt
Mixing console
Speakersqty 4
Monitor speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 8
Cable matsqty 12
Laptop with playlist

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller

Tableware

Water glassesqty 110
Coffee cupsqty 80
Dessert platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Serving plattersqty 12
Serving tongsqty 6
Corkscrewqty 2
Bottle openersqty 3

Decorations

Backdrop cloth
Stage decoration
Tableclothsqty 8
Flower arrangementsqty 8
Welcome sign
Directional signsqty 6

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea bags - 120 pieces
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 5 crates
- Alcohol-free wine - 6 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 bags
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Snack mix - 4 bags
- Popcorn - 5 bags
- Mini pretzels - 4 bags
- Cheese biscuits - 4 packs
- Toast rounds - 8 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Brie - 4 pieces
- Young cheese - 2 kilos
- Grapes - 5 kilos
- Apples - 50 pieces
- Mandarins - 50 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12
- Olives - 6 jars
- Nut mix - 4 bags
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan wraps - 30 pieces
- Vegan toppings - 6 packages
- Mini sandwiches - 120 pieces
- Vegetarian sandwiches - 30 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free sandwiches - 15 pieces
- Mini quiches - 100 pieces
- Vegetarian mini quiches - 30 pieces
- Vegan vegetable balls - 40 pieces
- Brownies - 80 pieces
- Vegan muffins - 30 pieces
- Gluten-free muffins - 20 pieces
- Cookies - 8 packs
- Lemons - 12 pieces
- Fresh mint - 6 bunches
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Napkins - 500 pieces
- Paper straws - 150 pieces
- Coffee filters - 150 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Toilet freshener - 4 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra still water for performers, especially when the programme includes several singing sets.
Count tableware against confirmed registrations, then add 10% spare pieces. Coffee service commonly needs one cup, saucer or dessert plate, and cutlery set per expected user, plus extra cups for staff and performers.
Check the technical quantities against the stage plan at least one week before the concert. Count every microphone, stand, DI box, XLR cable, jack cable and extension cord; one missing cable can delay the soundcheck.
Pack cable mats and extension cords with the audio equipment rather than with general supplies. Bring enough cable protection for every cable crossing a public walkway, and test the lighting controller and LED spotlights before doors open.
Prepare separate backstage supplies for the dressing rooms: water glasses, coffee service, dressing room tables and chairs. Label performer water and refreshments before the event so they are not used up during audience service.

Frequently asked questions

How much water and drinks do I need for a musical concert?: Allow two to three drinks per person for the first hour and one per person for every hour after that. Keep additional water available for every performer and crew member, and chill drinks no later than the day before.
How many microphones and microphone stands do I need for a musical concert?: Match the number of microphones to the maximum number of simultaneous vocalists or instruments, then add at least one spare microphone. Provide one stand for each fixed microphone and confirm the final count with the sound technician at least one week ahead.
What cables should I buy or bring to a musical concert?: Bring XLR cables for microphones and speakers, jack cables for instruments or playback equipment, and extension cords for audio and lighting. Count them during the technical check seven days before the concert and pack at least two spare cables of each commonly used type.
When should I buy supplies for a musical concert?: Buy non-perishable supplies and technical accessories at least one week before the event. Shop for drinks and fresh catering items two days beforehand, then chill the drinks the day before and recheck the complete list on setup day.

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