What you need for a pop concert

A pop concert needs more than a stage and a sound system. This shopping list covers the practical items that are easy to overlook, from cable mats and gaffer tape to reusable glasses, coat racks and crowd barriers. Check the artist’s technical rider before buying or hiring equipment, then match the quantities to your audience, venue and floor plan. Buy non-perishables early and chill drinks only after you know how much storage space is available.

Organize this event for free with Lizzt

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
High tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Coat racksqty 4
Crowd control barriersqty 20
Crowd barriersqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Mixing console
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Power stripsqty 10
Extension cordsqty 10
Generator
Cable matsqty 12
Gaffer tapeqty 6

Lighting

LED spotlightsqty 8
Light standsqty 4
Lighting Console
Mood lightingqty 12
Stage drapesqty 4

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 60
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 40
Serving plattersqty 20

Kitchen

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 4
Cutting boardsqty 4
Paring knivesqty 4
Serving utensilsqty 12

Decorations

Balloonsqty 100
Buntingqty 12
Stage backdrop
Tableclothsqty 20
Directional signsqty 12
Program boardsqty 4

Cleaning

Waste binsqty 12
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning cartsqty 2

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Still water - 120 bottles
- Sparkling water - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 240 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 8 bottles
- Prosecco - 6 bottles
- Tonic - 12 bottles
- Ginger beer - 8 bottles
- Lemons - 3 kilos
- Limes - 3 kilos
- Ice cubes - 30 kilo
- Bitterballen - 600 pieces
- Mini frikandellen - 400 pieces
- Vegetarian snacks - 300 pieces
- Vegan snacks - 200 pieces
- Mini pizzas - 250 pieces
- Wraps - 120 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Slices of cheese - 6 kilos
- Ham - 4 kilos
- Smoked chicken - 4 kilos
- Arugula - 12 bags
- Cucumbers - 20 pieces
- Tomatoes - 8 kilo
- Bell peppers - 5 kilos
- Olives - 8 jars
- Grapes - 8 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salsa - 8 jars
- Nut mix - 6 kilos
- Popcorn - 10 kilos
- Cookies - 10 packs
- Brownies - 150 pieces
- Muffins - 150 pieces
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Barbecue sauce - 3 bottles
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant - 4 bottles
- Hand soap - 8 bottles
- Hand gel - 8 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Cocktail picks - 500 pieces
- Paper straws - 500 pieces
- Diet-friendly sandwiches - 30 pieces
- Gluten-free snacks - 60 pieces
- Vegan wraps - 40 pieces
- Allergen stickers - 2 packs

Tips

Plan at least one reusable drinking glass per expected guest, plus a separate supply of wine glasses if wine is being served. Count staff and performers as well as ticket holders.
Keep several rolls of gaffer tape, spare XLR and jack cables, power strips and extension cords available. A missing cable or loose connection can stop a soundcheck, so check every cable before doors open.
Use cable mats wherever power or audio cables cross a guest route. Mark evacuation routes separately and keep barriers, stage steps and access points clear throughout the concert.
Match the PA speakers, subwoofers, stage monitors, microphones, DI boxes and mixing console to the technical rider. Confirm any special requirements with the performers before placing the final equipment order.
Provide enough crowd barriers for the entrance, stage-front area and any queue lines shown on the floor plan. Add coat racks, high tables, folding tables and chairs only where the venue layout leaves clear walking and evacuation routes.

Frequently asked questions

What drinks and glasses do I need for a pop concert?: Plan at least one reusable drinking glass per guest, with extra glasses for performers and staff. If wine is served, count wine glasses separately and chill drinks after confirming your available fridge or storage capacity.
How many microphones and cables are needed for a pop concert?: The exact number comes from the performers’ technical rider. Check it at least 2–3 weeks before the concert and include the required wireless microphones, microphone stands, DI boxes, XLR cables, jack cables and a few tested spares.
How many crowd barriers should I buy or hire?: Count the barrier sections needed for the stage front, entrance and queues on the floor plan, then add at least 10% spare capacity. Finalise the quantity after the venue confirms doors, emergency exits and audience flow.
When should I buy pop concert supplies?: Order hired equipment and specialist items as soon as the venue and technical rider are confirmed, ideally several weeks before the show. Buy consumables and check materials during the final week, then complete the shopping and chill drinks before doors open.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.