What you need for a promotion concert

A promotion concert needs more than performers and a venue. You will need reliable sound equipment, stage and lighting supplies, furniture for guests and registration, plus enough serving ware for catering and drinks. The items below cover the practical setup, from microphones and DI boxes to cable mats, folding chairs and spare batteries. Check technical requirements with every artist before buying or reserving equipment, because one missing cable or stand can delay the soundcheck.

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What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Buffet tablesqty 3
Clothes racksqty 2
Bollardsqty 8
Stage sectionsqty 6

Tableware

Drinking glassesqty 180
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150
Serving spoonsqty 10
Serving plattersqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 5
Microphone standsqty 5
Monitor speakersqty 2
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 6
Power stripsqty 10
Cable matsqty 12
Laptop
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 12
String lightsqty 6

Decorations

Promotional bannersqty 3
Postersqty 30
Tableclothsqty 12
Stage drapesqty 4
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Menusqty 12

Catering

Coolersqty 4
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving tongsqty 10
Wok pansqty 6
Ice cube traysqty 4
Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger ale - 6 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Sparkling mineral water - 4 crates
- Fruit juice - 12 packs
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Iced tea - 8 bottles
- Alcohol-free beer - 4 crates
- Pilsner - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilogram
- Mint - 6 bunches
- Ice cubes - 25 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted nuts - 4 kilogram
- Olives - 3 kilograms
- Salted breadsticks - 6 bags
- Popcorn - 5 bags
- Mini cheese cubes - 4 kilogram
- Grapes - 5 kilograms
- Apples - 5 kilograms
- Cucumbers - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Peppers - 3 kilograms
- Hummus - 12 tubs
- Garlic sauce - 4 bottles
- Cocktail sauce - 4 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Baguettes - 12 pieces
- Mini rolls - 150 pieces
- Wraps - 80 pieces
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Brie - 2 kilograms
- Hummus wrap filling - 5 kilograms
- Smoked chicken breast - 3 kilogram
- Vegetarian spread - 3 kilograms
- Pesto - 4 jars
- Arugula - 1 kilogram
- Lettuce - 8 heads
- Eggs - 60 pieces
- Herb cheese - 2 kilograms
- Mini quiches - 150 pieces
- Vegetarian puff pastry snacks - 150 pieces
- Bitterballen - 200 pieces
- Vegetarian bitterballen - 100 pieces
- Mini spring rolls - 150 pieces
- Brownies - 100 pieces
- Cookies - 6 packs
- Cupcakes - 100 pieces
- Napkins - 500 pieces
- Straws - 200 pieces
- Cocktail sticks - 300 pieces
- Sugar packets - 300 pieces
- Coffee filters - 2 packs
- Trash bags - 3 rolls
- Small trash bags - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 3 rolls

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Frying pansqty 2
Aluminum foilqty 2
Cling filmqty 2
Paper towel holdersqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Hand soap dispensersqty 4
Toilet brushesqty 4
Disinfectant sprayqty 4
Microfiber clothsqty 20

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Fire extinguishersqty 2
Emergency lightsqty 4

Paper goods

Wristbandsqty 150
Name stickersqty 150
Pensqty 20
Clipboardsqty 4
Run sheetsqty 10
Program cardsqty 150
Receipt rollsqty 4

Tools

Toolboxesqty 2
Cable tiesqty 200
Gaffer tapeqty 6
Sawhorsesqty 4

Tips

Allow at least one microphone per vocalist or speaker, plus one spare microphone if the schedule includes announcements. Confirm whether performers need DI boxes, monitor speakers or specific inputs before reserving the mixer.
Count one chair per seated guest and leave clear access around the reservation table. Add bar stools only where guests will be standing or using a high table, rather than ordering seating for every visitor.
Prepare cable mats for every XLR cable, jack cable and extension cord that crosses a public walkway. Keep power strips and spare batteries together with the technical kit so volunteers can find them during setup.
For catering, count one dinner plate and one cutlery set per expected guest, then add roughly 10% spare tableware. Use separate coffee cups, dessert plates, serving spoons and platters instead of relying on the dinner plates for every course.
Set up the registration area with a foldable table, visitor list and pens before doors open. Keep the printed run sheet, artist information and route details in the same location so the volunteer team can answer practical questions quickly.

Frequently asked questions

What sound equipment do I need for a promotion concert?: Plan for speakers, a mixer, microphones, microphone stands, monitor speakers, DI boxes, XLR cables and jack cables. Confirm the performers’ technical requirements at least 2 weeks before the concert, then reserve any missing equipment.
How many glasses and plates do I need for a concert?: Start with one glass, plate and cutlery set per expected guest, and add about 10% spare for breakage and last-minute visitors. Count wine glasses, coffee cups and dessert plates separately if those drinks or courses are being served.
How early should I arrange concert lighting and cables?: Reserve LED spotlights, light stands, extension cords, power strips and cable mats at least 2 weeks ahead. Test the complete setup during the soundcheck, not for the first time when guests are already arriving.
What should I prepare for the registration table?: Use one foldable table for registration and keep the visitor list, pens and printed run sheet there. Set it up at least 60 minutes before doors open, with enough space to update registrations without blocking the entrance.

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