Release concert shopping list

A release concert needs more than a stage and a microphone. Your shopping list should cover the full performance setup, from PA speakers, monitors, DI boxes, and XLR cables to stage lighting and safe power distribution. Guests also need practical items such as reusable glasses, plates, cutlery, coat racks, and seating. Use the quantities in your plan to match the expected audience, then check technical requirements with every artist before buying or hiring equipment.

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What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
High tablesqty 8
Tablesqty 6
Chairsqty 60
Bar stoolsqty 6
Coat racksqty 2
Changing room rackqty 2

Equipment

PA speakersqty 2
Subwoofersqty 2
Mixing console
Monitorsqty 3
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
XLR cablesqty 12
Instrument cablesqty 8
Headphonesqty 2
Talkback microphone
Laptop
Printer
Payment terminalqty 2
Walkie-talkiesqty 8
Power banksqty 4

Lighting

LED stage lightingqty 6
Light standsqty 2
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 4

Tableware

Reusable glassesqty 120
Wine glassesqty 60
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Small bowlsqty 12

Kitchen

Coolersqty 4
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Bottle openersqty 4
Corkscrewsqty 2

Decorations

Buntingqty 10
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 10
Photo backdrop
Performer board
Program standsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Hand broomqty 2

Safety

First aid kit
Fire extinguisherqty 2
Emergency exit signsqty 4
Crew vestsqty 10

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 1 kilo
- Still water - 8 crates
- Sparkling water - 4 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 2 bottles
- Beer - 10 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Orange juice - 8 liters
- Apple juice - 4 liter
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb cheese - 1 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Smoked chicken - 2 kilo
- Smoked salmon - 1 kilo
- Arugula - 1 kilo
- Cucumber - 3 kilos
- Tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Assorted snacks - 4 kilo
- Vegan appetizers - 2 kilos
- Gluten-free crackers - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 jar
- Paper napkins - 500 pieces
- Paper cups - 150 pieces
- Straws - 150 pieces
- Cocktail picks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 8 pieces
- Garbage bags - 100 pieces

Tips

Allow at least one microphone stand and one suitable microphone for each vocal or spoken part, then keep a talkback microphone available for communication between the stage and sound desk.
Do not leave cable planning until setup day. Count every microphone, DI box, monitor, and instrument connection, then match them with enough XLR cables, instrument cables, extension cords, and power strips.
Plan serving items for the busiest service period, not the average moment. Reusable glasses, wine glasses, coffee cups, plates, cutlery sets, and serving trays must cover guests, performers, and crew at the same time.
Check the stage layout before arranging furniture. Stage sections, steps, high tables, tables, chairs, bar stools, and coat racks need to fit the audience flow without blocking technical access or emergency routes.
Pack gaffer tape with the technical equipment and buy more than you expect to use. It is useful for securing cable runs and marking positions, but it does not replace proper cable protection where visitors walk.

Frequently asked questions

What equipment do I need for a release concert?: At minimum, plan the stage, PA speakers, mixing console, monitors, microphones, microphone stands, DI boxes, and the required cables. Confirm the exact number of channels, monitor mixes, and inputs with each artist at least 2 weeks before the concert.
How many microphones and stands do I need for a release concert?: Count one microphone and stand for every vocal, presenter, or instrument position that needs a microphone, then add at least 1 spare microphone and stand. Final numbers should come from the artists’ technical requirements, ideally 2 weeks before the event.
How many glasses and plates do I need for a release concert?: Start with one serving item per expected guest for plates and cutlery, plus enough glasses for the busiest service period. Add at least 10% extra to cover breakage, returns, and crew use, and separate wine glasses and coffee cups from general drinking glasses.
When should I arrange sound and lighting equipment for a release concert?: Reserve the sound and lighting equipment as soon as the venue and artist program are confirmed, preferably 4 to 6 weeks before the concert. Recheck the equipment list and power requirements 7 days before setup.

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