What to buy for a school concert

A school concert needs more than instruments and performers. Plan supplies for the audience, backstage movement, refreshments and a safe, working stage. This shopping list covers seating, tables, reusable drinkware, catering items, sound equipment, cables and stage lighting. Use your guest count and programme length to adjust quantities, then test all technical equipment before the venue opens so missing adapters or extra leads do not become last-minute problems.

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What to bring

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

Furniture

Chairsqty 320
Foldable tablesqty 12
Bar stoolsqty 6
Coat racksqty 4
Stage sectionsqty 12
Stoolsqty 10
Music standsqty 25

Tableware

Reusable drinking glassesqty 350
Coffee cupsqty 120
Small platesqty 120
Pastry platesqty 350
Cutlery setsqty 350
Serving spoonsqty 20
Small bowlsqty 25

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 12
Microphone standsqty 12
DI boxesqty 6
XLR cablesqty 20
Jack cablesqty 12
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Laptop
Music stand lightsqty 8

Lighting

LED stage lightsqty 8
LED spotlightsqty 6
Light standqty 2
Mood lightingqty 8
Spare batteriesqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving traysqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Measuring cupsqty 4

Decorations

Backdrop clothqty 2
Balloonsqty 150
Buntingqty 12
Stage bannersqty 4
Tableclothsqty 12
Directional signsqty 10
Name badgesqty 40
Program holdersqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mop headsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Washing-up tubsqty 4

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Tea assortment - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 2 kilos
- Cola - 30 liters
- Cola Zero - 25 liters
- Orange soda - 20 liters
- Ice tea - 20 liters
- Apple juice - 15 liters
- Orange juice - 15 liters
- Spa Blauw - 40 liters
- Spa Rood - 20 liters
- Sparkling water - 10 liters
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 6 kilos
- Cucumbers - 5 kilos
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salt sticks - 8 bags
- Popcorn - 8 bags
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Mini rolls - 350 pieces
- White sandwich loaves - 8 loaves
- Brown casino bread - 8 loaves
- Wraps - 100 pieces
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Ham - 4 kilos
- Chicken breast topping - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Herb cream cheese - 2 kilo
- Herb butter - 2 kilo
- Lettuce - 12 heads
- Peppers - 4 kilos
- Avocados - 3 kilos
- Olives - 3 kg
- Pickles - 3 jars
- Eggs - 10 cartons
- Herb cream cheese - 2 kilos
- Mini muffins - 350 pieces
- Cookies - 10 kilos
- Brownies - 250 pieces
- Gluten-free cookies - 4 packs
- Vegan muffins - 60 pcs
- Chocolate bars - 250 pieces
- Ice cubes - 20 kilo
- Napkins - 1000 pieces
- Paper straws - 400 pieces
- Coffee filters - 3 boxes
- Disposable teaspoons - 400 pcs
- Food gloves - 2 boxes
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 5 rolls
- Glass cleaner - 2 bottles
- All-purpose cleaner - 4 bottles
- Floor cleaner - 2 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 1 box
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Hand sanitizer - 6 bottles
- Labels - 4 sheets
- Permanent markers - 2 sets
- Tape - 6 rolls
- Dietary requirement service labels - 200 pieces

Tips

Plan at least one chair per expected audience member, plus 5–10% extra for late arrivals or damaged seating. Add enough foldable tables for the entrance desk, refreshments and programme distribution.
For refreshments, allow two to three drinks per person during the first hour, then one additional drink per person for each following hour. Buy extra reusable drink glasses so clean ones remain available while others are being collected.
Count every microphone, microphone stand, DI-box and music stand against the technical requirements of each performance. Keep at least two spare XLR cables and one spare jack cable available for faults or last-minute changes.
Measure the distance from the mixer to the speakers and stage before buying or collecting cables. Add roughly 20% extra cable length, and use cable trays wherever leads cross walking routes.
Check the stage layout before ordering lighting and power equipment. Count the LED stage lights and spotlights, then provide enough extension cords and power strips without overloading a single circuit.

Frequently asked questions

How many chairs do I need for a school concert?: Start with one chair per registered audience member and add 5–10% extra. For 150 guests, prepare 158–165 chairs, subject to the room’s fire and accessibility limits.
How much food and drink should I buy for a school concert?: Plan two to three drinks per person for the first hour, then one more per person for every additional hour. For 150 guests at a two-hour concert, that means about 450–600 drinks, adjusted for children, staff and performers.
How many microphones are needed for a school concert?: Count one microphone for each simultaneous vocalist, speaker or instrument that needs amplification. Confirm the final number with the performers at least 7 days before the concert, and keep two spare microphones or suitable alternatives if possible.
When should I check the sound and lighting equipment?: Complete a full technical test at least 24 hours before the concert, including the mixer, speakers, subwoofers, monitors, microphones, cables and lights. Test again when the stage is fully set up, no later than 2 hours before doors open.

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