What you need for an opening concert

An opening concert needs more than instruments and a stage. Plan drinks and catering for the audience, performers and volunteers, then match tableware to the number of guests and serving points. The entrance desk needs its own supplies, while cables, power strips and cable trays keep the technical setup workable and safe. This shopping list also covers the items people often remember only after setup has started, such as coat hangers, changing-room chairs and name badges.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
High tablesqty 8
Tablesqty 6
Chairsqty 120
Changing room chairsqty 8
Coat racksqty 3
Clothes hangersqty 120
Entrance desk

Equipment

Mixing console
PA speakersqty 2
Monitor speakersqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Multi-socket power stripsqty 8
Extension cordsqty 10
Cable traysqty 12

Lighting

LED stage lightsqty 8
Mood lightingqty 12
Light standsqty 4
String lightsqty 6

Tableware

Reusable drinking glassesqty 150
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 100
Serving spoonsqty 8
Small bowlsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving traysqty 12
Scissorsqty 3

Decorations

Stage backdrop
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 30
Badge holdersqty 30
Directional signsqty 12
Program leafletsqty 150
Tapeqty 6
Cable tiesqty 100

Cleaning

Waste binsqty 10
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Tea bags - 200 pieces
- Sugar - 2 kilos
- Milk - 10 liter
- Oat milk - 4 liters
- Lemon - 10 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Beer - 12 crates
- Alcohol-free beer - 4 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Alcohol-free wine - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Snack mix - 4 bags
- Olives - 6 jars
- Mixed nuts - 4 bags
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 120 pieces
- Butter - 1 kilo
- Herb butter - 12 tubs
- Hummus - 12 tubs
- Herb cream cheese - 10 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Vegetarian spread - 10 tubs
- Back ham - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Cucumber - 12 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mini quiches - 120 pieces
- Vegetarian wraps - 60 pieces
- Chicken wraps - 60 pieces
- Stuffed eggs - 60 pieces
- Pasta salad - 5 kilos
- Green salad - 4 kilos
- Potato salad - 4 kilos
- Vegan pasta salad - 2 kilo
- Gluten-free rolls - 20 pieces
- Vegan spread - 10 tubs
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Vinegar - 1 bottle
- Ice cubes - 20 kilo
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 60 pieces
- Toilet paper - 36 rolls
- Hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- Cleaning solution - 3 bottles
- Glass cleaner - 2 bottles

Tips

Plan drinks by serving period: allow two to three drinks per guest for the first hour, then about one drink per person per additional hour. Chill the first batch before doors open and keep a separate reserve for performers and volunteers.
Count reusable drinking glasses, wine glasses, coffee cups and plates against the maximum expected attendance, not the average. A practical buffer is 10% extra, especially when guests move between the audience area, catering tables and high tables.
Group technical supplies by connection before buying or collecting them. Check the required number of microphones, stands, DI boxes, XLR cables and jack cables, then add at least two spare signal cables and enough extension cords for the mixer, PA, monitors and lighting.
Prepare the entrance desk as a complete station at least one day ahead. Keep name badges, invitations or ticket information, pens and signage together so volunteers do not have to search for supplies when guests arrive.
Do a venue walk-through after the furniture and equipment arrive, not only before delivery. Confirm that stage steps, coat racks, clothes hangers, changing-room chairs, cable trays and light stands fit without blocking exits or the marked audience area.

Frequently asked questions

How many drinks do I need for an opening concert?: For the first hour, allow two to three drinks per guest. For each additional hour, plan roughly one more drink per person, plus a separate reserve for performers and volunteers.
How much tableware should I buy for an opening concert?: Start with one item per expected guest for plates and cutlery, then add about 10% extra. Glasses and cups need the same buffer because guests may leave them around the venue or switch between drinks.
When should I buy and chill drinks for the concert?: Buy shelf-stable drinks and catering supplies at least 1–2 days before the event. Chill the first serving batch on the day before or the morning of the concert, depending on storage space.
How many spare cables are needed for a concert setup?: Keep at least two spare XLR cables and two spare jack cables available, even when the planned setup uses fewer. Check cable lengths before setup and add extension cords and power strips for every separate technical area.

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