What to Buy for a Pop Concert

A pop concert needs more than microphones and speakers. You will also need practical supplies for the bar, catering, audience flow, backstage work and a safe stage setup. Use the attendance figure as your starting point: plan around 2–3 drinks per person for the first hour, then 1–2 per hour after that. Buy or reserve technical equipment early, especially PA speakers, monitors, microphones, a mixing console and stage lighting.

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What to bring

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

Stage

Stage sectionsqty 12
Stage stepsqty 2
Backdrop

Furniture

High tablesqty 12
Folding chairsqty 40
Beer tablesqty 8
Coat racksqty 4

Equipment

PA speakersqty 4
Stage monitorsqty 4
Mixing console
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Music instrument cablesqty 12
Headphonesqty 4
Laptop
Coolersqty 8
Payment terminalsqty 3
Walkie-talkiesqty 6

Lighting

LED stage spotlightsqty 8
Light standsqty 4
Light controller
Work lightsqty 6
Mood lightingqty 12
Extension cordsqty 8
Cable rampsqty 10

Tableware

Reusable cupsqty 500
Wine glassesqty 100
Platesqty 300
Cutlery setsqty 300
Serving plattersqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 12
Thermos flasksqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Hearing protectionqty 300
Crowd barriersqty 20

Decorations

Stage banner
Party flagsqty 10
Balloonsqty 100
Program postersqty 20

Catering

Groceries
- Still water - 200 bottles
- Sparkling water - 100 bottles
- Cola - 40 bottles
- Cola Zero - 30 bottles
- Orange soda - 20 bottles
- Ice tea - 20 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Fruit juice - 20 liters
- Beer - 300 bottles
- Alcohol-free beer - 60 bottles
- White wine - 20 bottles
- Rosé - 12 bottles
- Red wine - 8 bottles
- Coffee - 2 kilograms
- Tea - 200 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 30 kilograms
- Sandwiches - 350 pieces
- Rolls - 150 pieces
- Whole wheat bread - 10 loaves
- Ham - 4 kilograms
- Cheese - 5 kilo
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Egg salad - 2 kilograms
- Butter - 2 kilograms
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 2 bottles
- Paprika chips - 20 bags
- Plain chips - 20 bags
- Savory snacks - 15 bags
- Peanuts - 8 bags
- Popcorn - 10 kilograms
- Cookies - 8 packs
- Brownies - 150 pieces
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cucumbers - 5 kilogram
- Tomatoes - 5 kilograms
- Lettuce - 10 heads
- Onions - 3 kilograms
- Pickles - 3 jars
- Olives - 3 jars
- Pepper - 1 jar
- Salt - 1 kilogram
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 2 liters
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Napkins - 1000 pieces
- Straws - 500 pieces
- Cocktail picks - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Trash bags - 100 pieces
- All-purpose cleaner - 5 liters
- Floor cleaner - 5 liters
- Glass cleaner - 2 bottles
- Dish soap - 3 bottles
- Sponges - 20 pieces
- Cleaning cloths - 30 pieces

Tips

Plan 2–3 drinks per person for the first hour and 1–2 drinks per person for every hour after that. Add water separately, and keep coolers ready before guests arrive.
For reusable cups, plates and cutlery, allow at least one complete set per expected guest plus 10% extra. Wine glasses need the same buffer if wine is served.
Count microphones, microphone stands, DI boxes and instrument cables from the technical rider, not from the number of performers alone. Confirm the final list at least 7 days before the concert.
Buy or reserve enough cable ramps and extension cords for every power and signal route. Keep cables away from walkways and bring work lights for setup and teardown.
Prepare payment terminals, walkie-talkies and wristbands before doors open. Test each terminal and radio on site, and keep one spare payment method available for a technical failure.

Frequently asked questions

How many drinks do I need for a pop concert?: For the first hour, plan 2–3 drinks per person. For each additional hour, allow another 1–2 drinks per person, with water counted separately.
How many cups, plates and cutlery sets should I buy?: Start with one cup, plate and cutlery set per expected guest, then add 10% extra. For 100 guests, that means at least 110 of each item you plan to use.
When should I reserve sound and lighting equipment for a pop concert?: Reserve the PA speakers, stage monitors, mixing console, microphones and lighting as soon as the performers are confirmed. Finalise the technical rider at least 7 days before the event.
What should I bring for cable safety and stage setup?: Bring cable ramps for every cable crossing a public walkway, plus extension cords and work lights for setup. Inspect the venue and test power before doors open, ideally 2–3 hours ahead.

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