What do you need for a pop concert?
A pop concert needs more than instruments and a stage. This shopping list covers the practical items that are easy to overlook: cables, power distribution, microphone spares, lighting, guest furniture, drinks and waste collection. Plan quantities around your audience size, set-up time and venue layout. Buy or gather technical supplies before the performers arrive, and chill drinks only after you know how much storage space you have.
What to bring
Grouped the way you'd shop for it, with quantities.
Stage
- Stage sectionsqty 12
- Stage stepsqty 2
- Backdrop
- Music standsqty 4
Furniture
- High tablesqty 20
- Beer tablesqty 8
- Chairsqty 80
- Bar counterqty 2
- Coat racksqty 4
- Clothes hangersqty 350
- Waste binsqty 12
Equipment
- PA speakersqty 4
- Subwoofersqty 2
- Mixing console
- Wireless microphonesqty 4
- Microphone standsqty 6
- DI boxesqty 4
- Monitor speakersqty 4
- Laptopqty 2
- USB sticksqty 4
- Extension cordsqty 12
- Power stripsqty 10
- Cable reelsqty 4
- Cable traysqty 20
- Gaffer tapeqty 8
Lighting
- LED spotlightsqty 8
- Light standsqty 4
- Light controller
- Mood lightingqty 12
- Battery lanternsqty 8
Security
- Crowd barriersqty 20
- Barrier tapeqty 4
- Walkie-talkiesqty 8
- Flashlightsqty 6
- First aid kitsqty 2
- Safety vestsqty 12
Tableware
- Reusable drinking glassesqty 400
- Wine glassesqty 80
- Platesqty 350
- Forksqty 350
- Knivesqty 350
- Spoonsqty 150
- Serving traysqty 20
- Pliersqty 12
Kitchen
- Coolersqty 8
- Ice containersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Cutting boardsqty 6
- Chef's knivesqty 4
- Serving plattersqty 20
- Thermos flasksqty 6
- Bottle openersqty 6
- Corkscrewsqty 3
Decorations
- Balloonsqty 300
- Balloon ribbonqty 4
- Buntingqty 12
- Stage decorationqty 6
- Directional signsqty 10
- Program boardsqty 4
- Tableclothsqty 20
Registration
- Access listsqty 4
- Wristbandsqty 400
- Cash boxesqty 2
- Pensqty 20
- Name stickersqty 100
Cleaning
- Bucketsqty 6
- Mopsqty 6
- Broomsqty 4
- Dustpan and brushqty 4
- Cleaning glovesqty 12
Catering
- Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Tonic - 12 bottles
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Sparkling mineral water - 20 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Prosecco - 8 bottles
- Coffee beans - 3 kilograms
- Tea bags - 200 pieces
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 40 kilogram
- Baguettes - 20 pieces
- Mini rolls - 300 pieces
- Young cheese - 4 kilograms
- Brie - 3 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Cooked ham - 3 kilograms
- Smoked chicken breast - 3 kilogram
- Vegetarian spread - 2 kilograms
- Cucumbers - 4 kilogram
- Tomatoes - 4 kilogram
- Peppers - 3 kilograms
- Lettuce - 10 heads
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Melons - 4 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Snack mix - 8 bags
- Salt sticks - 8 bags
- Olives - 3 kilograms
- Pickles - 2 kilograms
- Cherry tomatoes - 3 kilograms
- Herb butter - 2 kilograms
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Mustard - 2 liters
- Barbecue sauce - 2 liters
- Garlic sauce - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 3 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Honey - 1 kilogram
- Allergen cards - 40 pieces
- Napkins - 800 pieces
- Paper straws - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
Tips
- Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Add water for performers and crew, especially during soundcheck and the show.
- Allow at least one microphone stand and one cable path for every microphone in use, plus spare batteries for wireless microphones. Keep gaffer tape and cable trays ready before the sound system is tested.
- Count power outlets before buying or borrowing equipment. Separate audio, lighting and catering where possible, and bring extension cords, power strips and cable reels long enough to reach the stage safely.
- Prepare one USB stick with the final music files and keep a second copy on the laptop. Print the run sheet before doors open so the show can continue if a screen or file fails.
- Match furniture and waste bins to the audience, not just the performers. Provide coat racks and hangers if guests will remove outerwear, and place bins near the bar, seating and exit rather than in one corner.
Frequently asked questions
- What food and drinks do I need for a pop concert?
- For the first hour, plan two to three drinks per person, including non-alcoholic options and water. For snacks, prepare at least one portion per guest and add a separate option for every dietary requirement you collected.
- How many microphones and stands do I need for a pop concert?
- Count one microphone and one stand for each singer or speaking position used at the same time. Keep at least one spare microphone or replacement option available, plus fresh batteries for every wireless microphone.
- How early should I buy cables and concert equipment?
- Secure stage, sound and lighting equipment at least 1–2 weeks before the concert. Check every cable, power strip, DI box and microphone during the final equipment check rather than waiting until set-up day.
- What should I bring for pop concert lighting and power?
- Bring LED spotlights, light stands, a light controller and mood lighting, with battery lanterns for dark access areas. Count the required outlets before the event and bring extension cords, power strips, cable reels and cable trays for safe routing.
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