What you need for a request concert

A request concert needs more than instruments and a stage. You’ll need a clear way to collect requests, serve drinks and snacks, seat visitors, and keep cables and lighting safe. This shopping list covers the practical supplies behind the programme, including request cards, name badges, serving equipment and audio connections. Check quantities against your expected audience before you shop, then leave time to chill drinks, print materials and test the sound system.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Buffet tablesqty 3
Changing room chairsqty 6
Coat racksqty 2
Waste binsqty 6

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 3

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music standsqty 6
Monitor speaker
Audio cablesqty 12
Instrument cablesqty 8
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Laptop for requests
Music stand lightsqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare bulbsqty 6

Decorations

Tableclothsqty 8
Backdrop cloth
Paper garlandsqty 8
Balloonsqty 80
Directional signsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Serving knivesqty 4
Kettlesqty 2
Ice cube traysqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning clothsqty 12

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 3 crates
- Non-alcoholic beer - 1 crate
- White wine - 6 bottles
- Red wine - 4 bottles
- Bubbly - 2 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Popcorn - 3 bags
- Mixed nuts - 2 bags
- Olives - 3 jars
- Grapes - 4 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Baguettes - 10 pieces
- Mini bread rolls - 6 bags
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Butter - 500 grams
- Gluten-free crackers - 3 packs
- Vegan spread - 4 packs
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Coffee filters - 2 packs
- Ice cubes - 10 kilos
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Disinfecting wipes - 3 packs

Tips

Count one chair per expected visitor, then add 5–10% spare seating if the venue allows it. Plan separate changing-room chairs and enough tables for both the buffet and request-card area.
Prepare at least one request card per guest, plus 10–15% extra for mistakes and late arrivals. Print name badges for every performer, volunteer and organiser at least one day before the concert.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill the first batch several hours ahead and keep a separate supply ready for performers and volunteers.
For each microphone or instrument input, allow one suitable cable and keep at least two spare audio or instrument cables on site. Test the mixer, active speakers, monitor speaker and DI boxes before doors open.
Use cable mats wherever visitors cross audio or power cables, and bring spare bulbs for every type of light in use. Set up LED spotlights and mood lighting before the final sound check so the technical plan can be tested as one system.

Frequently asked questions

How many request cards do I need for a request concert?: Prepare one card per expected guest, plus 10–15% extra. For 80 visitors, print 88–92 cards so mistakes and late registrations do not interrupt the programme.
How many drinks should I buy for a request concert?: Budget two to three drinks per person for the first hour and one per person for each additional hour. For 80 guests over three hours, that means roughly 320–400 drinks, adjusted for coffee, water and non-drinkers.
When should I print request cards and name badges?: Print both at least one day before the concert. Keep 10% spare cards and a few blank badges available for late performers, volunteers or registration changes.
How many spare cables do I need for the concert sound system?: Have at least two spare audio or instrument cables, even when every planned connection already has one. Test every cable during setup and replace anything that produces crackling or signal loss before visitors arrive.

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