Night Concert Shopping List
A night concert needs more than instruments and microphones. You’ll need enough glasses, plates, drinks and snacks for the audience, plus spare batteries, power strips and cable protection for the technical setup. Plan quantities from your guest count, then add a small reserve for unexpected arrivals or breakages. Use this shopping list alongside the setup schedule so chilled drinks, equipment and lighting are ready before the audience enters.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 80
- Foldable tablesqty 8
- Bar stoolsqty 6
- Coat racksqty 2
- Bollardsqty 6
Tableware
- Water glassesqty 120
- Wine glassesqty 80
- Coffee cupsqty 60
- Platesqty 120
- Forksqty 120
- Knivesqty 120
- Spoonsqty 80
Equipment
- Active speakersqty 2
- Mixer
- Microphonesqty 4
- Microphone standsqty 4
- DI boxesqty 4
- XLR cablesqty 12
- Instrument cablesqty 8
- Headphonesqty 2
- Music standsqty 4
- Spare batteriesqty 12
- Power stripsqty 8
- Extension cordsqty 10
- Cable traysqty 8
Lighting
- LED spotlightsqty 8
- Light standsqty 4
- Atmosphere lightsqty 12
- Flashlightsqty 4
Decorations
- Tableclothsqty 8
- Stage drapesqty 4
- Buntingqty 10
- Menu boardsqty 4
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Ice and cooler binsqty 4
- Serving traysqty 8
- Serving spoonsqty 8
- Cutting boardsqty 3
- Chef's knifeqty 3
- Small bowlsqty 16
- Thermos flasksqty 4
Cleaning
- Waste binsqty 8
- Broom setsqty 3
- Mopsqty 3
- Bucketsqty 3
- Microfiber clothsqty 12
Catering
- Groceries
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Beer - 180 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Salsa - 8 jars
- Mixed nuts - 5 kilo
- Olives - 3 kg
- Cheese cubes - 5 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 3 kilos
- Baguettes - 12 pieces
- Cream cheese - 2 kilo
- Herb butter - 2 kilo
- Mini wraps - 200 pieces
- Chicken breast slices - 2 kilos
- Young cheese - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Coffee filters - 2 packs
- Stirrers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
Tips
- Allow two to three drinks per person for the first hour, then roughly one drink per person for each additional hour. Include water as well as alcoholic and non-alcoholic options.
- Count tableware for your maximum expected audience, not only confirmed reservations. Add around 10% extra glasses, plates and cutlery to cover breakages and last-minute guests.
- Buy snacks for the full concert period rather than only the interval. As a working estimate, provide 100–150 grams of snacks per person for a two- to three-hour evening.
- Check technical consumables at least three days before the concert. Keep spare batteries, extension cords and power strips on hand; a missing cable or dead battery can delay the soundcheck.
- Prepare lighting and cable-safety supplies before the day itself. Cable trays, secure tape and flashlights are easy to forget, but they are needed before doors open and after the room gets dark.
Frequently asked questions
- How many drinks do I need for a night concert?
- For the first hour, plan on two to three drinks per person. Add about one drink per person for every additional hour, and include water and non-alcoholic choices in the total.
- How much food should I buy for a concert audience?
- For a two- to three-hour night concert, allow 100–150 grams of snacks per person. Add about 10% extra if the event runs during dinner time or registrations are still changing.
- How many glasses and plates should I buy?
- Start with one item per expected guest for each type you will serve, then add 10% for breakage and extra visitors. If you expect 80 guests, prepare at least 88 of the frequently used items.
- When should I check the concert shopping list?
- Do a full check at least three days before the concert, then check deliveries and chilled drinks again on the day. This leaves time to replace missing cables, batteries, tableware or drinks before setup starts.
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