What to buy for a Passion concert

A Passion concert needs more than chairs and instruments. Plan the welcome table, refreshments, performer area and sound setup before shopping, especially if the concert takes place in a church or other shared venue. This list covers practical items such as coffee cups, serving jugs, wireless microphones, speakers and extension cords. Check what the venue already provides, then buy or reserve the remaining supplies at least one week before the concert.

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What to bring

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

Furniture

Chairsqty 180
Tablesqty 8
Dressing room tablesqty 3
Stoolsqty 12
Clothes racksqty 2
Coat racksqty 4

Tableware

Coffee cupsqty 180
Drinking glassesqty 180
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 180
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Serving jugsqty 6
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 8
Sugar bowlsqty 6
Milk jugsqty 6

Equipment

Mixer
Speakersqty 2
Subwoofersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 8
Music standsqty 16
Piano stool
Metronome

Lighting

LED spotlightsqty 8
Light standsqty 4
Cable traysqty 12

Decorations

Stage drapesqty 4
Flower arrangementsqty 6
Tableclothsqty 8
Candlesqty 24
Candle holdersqty 12
Cable tiesqty 100

Printed materials

Program bookletsqty 200
Directional signsqty 12
Name badgesqty 30

Entrance

Cash register
Cash box
Pensqty 12
Clipboardsqty 6
Wristbandsqty 200

Cleaning

Waste binsqty 8
Broomqty 3
Litter pickersqty 2
Mop setsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Groceries

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 6 crates
- Spa Rood - 2 crates
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Lemons - 12 pieces
- Ice cubes - 10 kilos
- Butter - 1 kilo
- Cake - 12 pieces
- Apple pie - 6 pieces
- Gluten-free cake - 2 pieces
- Vegan cake - 2 pieces
- Cookies - 8 packs
- Speculaas - 4 packs
- Salted crackers - 6 packs
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Paper napkins - 6 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 6 dispensers
- Hand gel - 4 bottles
- Air freshener - 3 spray cans
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Tips

Plan around two drinks per guest for the first hour, then add one drink per person for each additional hour. Include coffee, tea and water rather than relying on one option.
For refreshments, allow one pastry or small serving per attendee, plus 10% extra. Order dietary alternatives separately after collecting requirements from guests.
Reserve sound equipment at least two weeks ahead. Confirm that the mixer, speakers, subwoofers, wireless microphones, microphone stands, DI boxes and audio cables match the performers’ technical needs.
Count one chair per registered guest and keep 5% extra if the venue allows it. Also check whether tables, coat racks and stools are included or must be brought in.
Test every extension cord, microphone and cable during the final rehearsal, ideally 24–48 hours before the concert. Pack spare cables and label equipment so setup volunteers can work quickly.

Frequently asked questions

What refreshments do I need for a Passion concert?: Plan around two drinks per person for the first hour and one additional drink per person per hour afterward. Buy about one pastry or small snack per guest, plus 10% extra, and provide separate dietary options where needed.
How many chairs should I prepare for a Passion concert?: Prepare one chair for every confirmed attendee and add roughly 5% spare seating when possible. Finalise the count after registrations close, ideally 3–5 days before the concert.
When should I book microphones and other sound equipment?: Reserve the mixer, speakers, subwoofers, microphones, stands, DI boxes and cables at least two weeks before the concert. Complete a full sound check during the final rehearsal, 24–48 hours before the event.
What should I check before shopping for the concert?: Ask the venue what it already supplies, including chairs, tables, kitchenware and power access. Make this check at least 10 days before the concert so missing items can still be bought or reserved.

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