Pop concert shopping list

A pop concert needs more than performers, tickets and a stage. Use this shopping list to cover serving supplies, guest furniture, sound equipment, lighting and setup essentials in one pass. Count expected guests before buying disposable or reusable tableware, and confirm technical quantities with the sound and lighting team. Items such as cable reels, power strips, microphone stands and work lights are easy to overlook until the venue is already being built.

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What to bring

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

Furniture

Beer tablesqty 12
High tablesqty 18
Chairsqty 80
Bar matsqty 3
Coat racksqty 4
Clothes hangersqty 250

Tableware

Reusable cupsqty 500
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250

Equipment

Stage sectionsqty 12
Stage steps
Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 20
Cable reelsqty 8
Power stripsqty 12
Music standsqty 4
Laptop standqty 2
Stage Carpet
Cable traysqty 20
Bollardsqty 12
Crowd barriersqty 20
Walkie-talkiesqty 8
Flashlightsqty 8
Extension cordsqty 12
Ticket scannersqty 4
Cash registersqty 2
Card machinesqty 2

Lighting

LED stage lampsqty 8
Moving headsqty 4
Light standsqty 2
Light controller
Work lightsqty 6

Decorations

Stage backdrop
Bannersqty 6
Wayfinding signsqty 12
Tapeqty 8
Cable tiesqty 200

Cleaning

Waste binsqty 16
Broom setsqty 4
Mop setsqty 3

Catering

Coolersqty 6
Thermos flasksqty 6
Ice cube traysqty 8
Serving plattersqty 20
Serving utensilsqty 20
Water jugsqty 12
Corkscrewsqty 4
Bottle openersqty 4
Food warmersqty 4
Allergen cardsqty 30
Price tagsqty 30
Groceries
- Cola - 36 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Tonic - 12 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Sparkling mineral water - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 180 bottles
- White beer - 36 bottles
- Rosé wine - 18 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Prosecco - 6 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Lemons - 6 nets
- Limes - 6 nets
- Fresh mint - 12 bunches
- Coffee - 6 packs
- Tea assortment - 300 bags
- Sugar - 4 packs
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 cans
- Ice cubes - 40 bags
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 12 bags
- Salsa - 12 jars
- Salted peanuts - 8 bags
- Snack mix - 8 bags
- Olives - 8 jars
- Cheese cubes - 8 kilograms
- Grapes - 8 kilograms
- Apples - 100 pieces
- Baby carrots - 6 kilos
- Cucumber - 12 pieces
- Cherry tomatoes - 6 kilograms
- Hummus - 12 tubs
- Baguettes - 30 pieces
- Mini pistolets - 300 pieces
- Multigrain bread - 12 loaves
- Young cheese - 6 kilograms
- Ham - 4 kilograms
- Vegetarian spreads - 24 tubs
- Butter - 3 kilograms
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 bottles
- Cocktail sauce - 4 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 3 bottles
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Dish soap - 6 bottles
- Hand soap - 12 bottles
- Hand sanitizer - 12 bottles
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Cleaning wipes - 6 packs
- Toilet cleaner - 6 bottles
- All-purpose cleaner - 6 bottles

Tips

Plan one reusable cup per guest plus 10% extra, so a 200-person concert needs about 220 cups. Add wine glasses, coffee cups, plates and cutlery only if those drinks or meals are actually being served.
Prepare the bar and seating area before doors open: beer tables, high tables, chairs, bar mats, coat racks and clothes hangers should be counted against the venue layout, not just the guest total.
Confirm the technical list at least 7 days before the concert. Match the performers’ input list to the microphones, DI boxes, microphone stands, audio cables, mixing console, speakers, subwoofers and stage monitors.
Allow at least one cable reel and several power strips for each active stage or service area, then check cable lengths and power points during the technical walk-through. Keep audience walkways clear and protect any cables that cross them.
Buy or reserve work lights before load-in. Stage lighting may cover the performance, but work lights are needed while assembling stage sections, stage steps, light stands and the sound system before the audience arrives.

Frequently asked questions

What should I buy for a pop concert?: Cover four groups: guest service items, furniture, sound equipment and lighting accessories. For a basic concert, check reusable cups, tables, chairs, coat racks, microphones, stands, cables, speakers, subwoofers, stage monitors, LED lamps, light stands, a controller and work lights.
How many cups do I need for a concert?: Plan one cup per expected guest and add 10% extra for loss, dirty cups or drink changes. For 150 guests, prepare about 165 reusable cups; buy additional wine or coffee cups only when those drinks are on the menu.
How early should I arrange concert equipment?: Confirm performers’ technical requirements and reserve specialist equipment at least 7 days before the concert. Recheck quantities and cable lengths during the final technical walk-through, ideally 1–2 days before load-in.
What equipment is easy to forget for a pop concert?: Cable reels, power strips, DI boxes, microphone stands, stage steps, light stands and work lights are commonly missed. Check these items at least 3 days before setup, then verify them again when the loading area opens.

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