What to buy for a reunion concert

A reunion concert needs more than instruments and a stage. You will also need enough tableware for the catering setup, chilled drinks, snacks, guest identification and the cables that keep the sound system running. Use the confirmed guest count to calculate food, drinks and seating, then add a small buffer for late arrivals and unexpected breakage. The equipment list should be checked against the artists’ technical requirements before shopping day.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
High tablesqty 6
Coat racksqty 3
Stoolsqty 8

Equipment

Stage sectionsqty 12
Active speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Instrument cablesqty 10
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12
Laptop for music
Music standsqty 6

Lighting

LED spotlightsqty 8
Light standsqty 2
Atmosphere lightsqty 10
Cable reelsqty 3

Tableware

Water glassesqty 100
Wine glassesqty 90
Coffee cupsqty 80
Platesqty 100
Soup bowlsqty 80
Cutlery setsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Water jugsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving trolleysqty 2
Food warmersqty 4
Thermometersqty 2

Decorations

Balloonsqty 100
Buntingqty 12
Photo backdrop
Photo framesqty 12
Tableclothsqty 10
Name badgesqty 90
Tealight holdersqty 20
Sticky tackqty 4
Scissorsqty 4

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 12
Toilet brushesqty 3
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 2.5 kilograms
- Black tea - 200 bags
- Herbal tea - 100 bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Alcohol-free beer - 36 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilogram
- Herb butter - 8 tubs
- Young cheese - 2 kilograms
- Brie - 1,5 kilogram
- Cream cheese - 1 kilogram
- Hummus - 1.5 kilograms
- Eggplant spread - 1 kilogram
- Cooked ham - 1,5 kilograms
- Salami - 1 kilogram
- Smoked chicken breast - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Arugula - 8 bags
- Mixed salad - 10 bags
- Red onions - 1 kilogram
- Olives - 6 jars
- Pickles - 4 jars
- Grapes - 5 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 4 kilogram
- Melons - 4 pieces
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salty nuts - 6 bags
- Snack mix - 5 bags
- Rice crackers - 4 packs
- Cheese sticks - 6 packs
- Mini quiches - 120 pieces
- Vegetable spring rolls - 100 pieces
- Meatballs - 120 pieces
- Chicken skewers - 100 pieces
- Falafel balls - 100 pieces
- Pasta salad - 8 kilograms
- Potato salad - 6 kilogram
- Baguette salad - 5 kilograms
- Pasta - 4 kilograms
- Pesto - 6 jars
- Tomato sauce - 6 jars
- Mayonnaise - 3 liters
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 liters
- Yogurt dressing - 2 liters
- Balsamic dressing - 1 liter
- Olive oil - 2 liters
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Italian herbs - 100 grams
- Garlic powder - 100 grams
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Cookies - 8 packs
- Whipped cream - 6 cans
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 80 pcs
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 6 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Diet labels - 100 pieces

Tips

Plan around 2–3 drinks per guest for the first hour, then about 1 drink per person per hour after that. Buy ice or clear refrigerator space early enough to chill the drinks before the doors open.
Count one plate, one cutlery set and one water glass per catered guest, then add roughly 10% extra. If wine is served, allow one wine glass per drinking guest rather than one per attendee.
Keep spare XLR cables, instrument cables, power strips and extension cords available. A practical minimum is one spare of each cable type and two spare power strips for a small reunion concert setup.
Buy or bring cable mats wherever XLR cables, instrument cables or extension cords cross walkways. Check cable lengths before loading in; short replacements are often noticed only during soundcheck.
Prepare name badges, wristbands and printed entry forms before shopping day and pack them together with markers and labels for dietary dishes. Set aside separate containers for backstage, catering and front-of-house supplies so setup does not depend on one crowded table.

Frequently asked questions

How many drinks should I buy for a reunion concert?: For a first estimate, buy 2–3 drinks per guest for the first hour and 1 drink per guest for every following hour. Add around 10% extra if the concert runs long, the venue is warm or guests cannot easily buy drinks elsewhere.
How much tableware do I need for a reunion concert?: Start with one plate, one cutlery set and one water glass per catering guest, plus 10% spare tableware. Add one coffee cup per expected coffee drinker and wine glasses only for guests who will be served wine.
What cables and audio equipment are needed for a reunion concert?: Match the shopping list to the artists’ technical requirements, including microphones, microphone stands, DI boxes, monitor speakers, active speakers and a mixing console. Bring at least one spare XLR cable, one spare instrument cable and two spare power strips for the soundcheck and show.
When should I buy and chill drinks for a reunion concert?: Buy shelf-stable drinks and snacks at least 2–3 days before the concert. Chill drinks no later than the day before, or use enough ice and refrigerated space to cool the full first-hour supply before guests arrive.

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