What You Need for a Secret Concert

A secret concert needs more than drinks and a sound system. Guests need a clear check-in point, performers need a usable backstage area, and cables, lighting and power supplies must be ready before doors open. Plan drinks, snacks, tableware and ice by guest count, then add practical items such as wristbands, wayfinding signs and cable mats. This list helps you shop and collect everything without revealing the venue or route too early.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
High tablesqty 4
Clothes racksqty 2
Waste binsqty 4

Tableware

Reusable drinking glassesqty 120
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Bottle openersqty 4

Equipment

Speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Stage monitorsqty 2
Audio cablesqty 12
Laptop
Coolersqty 4
Ice containersqty 3

Lighting

LED spotlightsqty 8
String lightsqty 6
Work lightsqty 4
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10

Decorations

Wayfinding signsqty 6
Wristbandsqty 100
Table décorqty 8

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Storage binsqty 12
Serving tongsqty 6

Cleaning

Mopqty 2
Bucketqty 2
Broomqty 2
Dustpan and brushqty 2
Reusable cleaning clothsqty 12

Safety

First aid kit
Hearing protectionqty 100

Catering

Groceries
- Still mineral water - 120 bottles
- Sparkling mineral water - 48 bottles
- Cola - 24 cans
- Cola Zero - 24 cans
- Sinas - 24 cans
- Ginger beer - 12 bottles
- Beer - 96 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Lemons - 12 pieces
- Prepacked filled sandwiches - 60 pieces
- Vegetarian sandwiches - 20 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salted peanuts - 3 bags
- Green olives - 3 jars
- Crackers - 4 packs
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Snack carrots - 3 kilos
- Grapes - 3 kilos
- Apples - 40 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Table sauce - 2 bottles
- Ice cubes - 20 kilo
- Napkins - 300 pieces
- Trash bags - 60 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 6 packs

Tips

Plan two to three drinks per guest for the first hour, then one drink per person for each additional hour. Chill the first batch in advance and keep extra stock in coolers or ice containers.
Buy or collect at least one reusable glass per guest, plus 10% extra for breakage or guests leaving glasses in different areas. For food service, allow one plate and one cutlery set per guest, with spare sets for the performers.
Prepare one clearly marked check-in table with wristbands, registration details and wayfinding signs. Print or pack around 10% more wristbands than the confirmed guest count so last-minute additions do not cause a shortage.
Do not leave power and cable supplies until the setup day. Count every extension cord, power strip and cable mat after the equipment arrives, and keep work lights available for setup before the audience lighting is switched on.
Set aside separate refreshments for the performers and crew before guests arrive. A small supply of drinks, snacks and serving items in the artist room prevents backstage stock from being used during check-in.

Frequently asked questions

How many drinks do I need for a secret concert?: Plan two to three drinks per guest for the first hour, then one drink per guest for every additional hour. Add about 10% extra if the event is long, the weather is warm or guests cannot buy drinks nearby.
How much ice do I need for a secret concert?: Allow roughly 1 kilogram of ice per guest for chilled drinks, plus extra for keeping bottles and cans cold throughout the event. Arrange delivery or collection at least 2–4 hours before doors open so the drinks can be chilled in time.
When should I buy supplies for a secret concert?: Buy non-perishable items such as tableware, signage, wristbands and cable mats 3–7 days ahead. Buy ice, fresh snacks and other chilled items on the day, ideally 2–4 hours before guests arrive.
How many glasses and plates should I bring?: Bring one glass and one plate per guest, plus at least 10% extra. For a 50-person concert, that means at least 55 glasses and 55 plates, with matching cutlery sets and serving trays ready before check-in starts.

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