What you need for a musical performance

A musical performance needs more than costumes and a setlist. You will need audience furniture, backstage seating, serving supplies and the technical equipment to run sound and lighting reliably. Use this shopping list alongside your venue plan and guest numbers. Check rentals and delivery times early, especially for stage sections, wireless microphones, speakers, LED spotlights and a mixing console.

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What to bring

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

Furniture

Stage sectionsqty 12
Audience chairsqty 180
Foldable tablesqty 12
Changing room chairsqty 20
Coat racksqty 4
Coat hangersqty 200
Buffet tablesqty 4

Tableware

Coffee cupsqty 180
Drinking glassesqty 220
Wine glassesqty 120
Dessert platesqty 180
Reusable forksqty 180
Reusable spoonsqty 180
Serving tongsqty 8
Coffee spoonsqty 180

Equipment

Mixing console
Stage speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 8
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Laptop for music

Lighting

LED theater spotlightsqty 12
Light standsqty 4
Lighting Console
DMX cablesqty 16
Stage lightingqty 4

Decorations

Backdropsqty 4
Black stage drapesqty 8
Decorative panelsqty 10
Prop tablesqty 4
Prop cratesqty 6
Buntingqty 12
Flower arrangementsqty 8
Program boardsqty 4
Directional signsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 16
Serving trays with lidsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Ice packsqty 20
Bottle openersqty 6
Corkscrewsqty 4
Kitchen towelsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 12

Catering

Napkinsqty 400
Coffee filtersqty 100
Cash register
Cash float box
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- White beer - 36 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 12 bags
- Butter - 1 kilogram
- Baguettes - 12 pieces
- Mini wraps - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Back ham - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Vegetarian spread - 1 kilogram
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Arugula - 1 kilogram
- Grapes - 4 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Olives - 2 kilograms
- Salted Nuts - 2 kilograms
- Rice cakes - 6 packs
- Mini muffins - 180 pieces
- Apple pie slices - 100 pieces
- Vegan brownies - 60 pieces
- Gluten-free cookies - 6 packs
- Vegan cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Cocktail picks - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Trash bags - 60 pieces
- Paper table runners - 12 rolls
- Name stickers - 200 pieces
- Pens - 30 pieces
- Tape - 12 rolls

Tips

Count one audience chair per confirmed guest, then add 5% spare capacity if the venue allows it. Arrange coat racks and one coat hanger per expected coat before doors open.
Plan tableware from your final audience and catering numbers: one drinking glass and dessert plate per guest, plus at least 10% extra for breakage, late additions or dirty items.
Do not leave technical hire until the final week. Confirm the mixing console, stage speakers, subwoofers, wireless microphones, DI boxes and audio cables at least 14 days before the performance.
Check power before bringing in lighting and audio. Map extension cords and power strips during the technical setup, and keep spare audio and DMX cables available rather than sharing one cable between systems.
Prepare the backstage area for the full cast and crew, not just the performers on stage. Provide changing room chairs, coat hangers and a laptop for music before the technical briefing begins.

Frequently asked questions

How many chairs do I need for a musical performance?: Start with one chair for every confirmed audience member. Add 5% spare chairs where possible, so a list of 100 guests means preparing 105 chairs.
How early should I reserve sound and lighting equipment?: Reserve the mixing console, speakers, microphones, lighting and cables at least 14 days before the show. Confirm the exact equipment list again 3 to 5 days before delivery or setup.
How many glasses and plates should I buy for the audience?: Use one drinking glass and one dessert plate per expected guest, then add 10% extra. For 80 guests, prepare at least 88 of each item if washing during the event is not planned.
What backstage furniture is needed for a musical performance?: Provide changing room chairs for the cast and crew, plus coat hangers for costumes and personal items. Set this up at least 2 hours before doors open so performers are not still arranging the backstage area during the technical check.

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