What you need for a senior concert

Use this shopping list to prepare a comfortable senior concert, from refreshments and serving items to sound equipment and clear signage. Plan for easy access, short walks and simple handling: coffee cups, tea glasses and water jugs should be ready before guests arrive. Check whether the venue already provides chairs, tables, microphones or power equipment before buying or borrowing anything. Order chilled products close to the event and keep spare batteries, extension cords and cable mats on hand.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Buffet tablesqty 3
Reception desk
Changing room table
Folding chairsqty 6
Coat racksqty 4
Waste binsqty 6

Tableware

Coffee cupsqty 130
Tea glassesqty 130
Water glassesqty 130
Dessert platesqty 130
Coffee spoonsqty 130
Pastry forksqty 130
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Teapotsqty 4
Water jugsqty 8

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music standsqty 4
Extension cordsqty 6
Power stripsqty 5
Cable matsqty 8
Laptop
Music player
Spare batteriesqty 12

Lighting

Stage spotlightsqty 4
Standing lampsqty 4
LED light stringsqty 4
Night lightingqty 4

Decorations

Tableclothsqty 12
Stage backdrop
Artificial flower arrangementsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Welcome sign
Directional signsqty 8
Name badgesqty 120

Kitchen

Thermos flasksqty 8
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Serving traysqty 8

Cleaning

Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Toilet brushesqty 3

Catering

Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Earl Grey tea - 2 dozen
- Sugar - 3 kilos
- Sweeteners - 3 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 4 cans
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Blackcurrant syrup - 3 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Beer - 24 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Ice cubes - 10 kilos
- Apple pie - 8 pies
- Whipped cream cake - 4 cakes
- Gluten-free cake - 1 cake
- Lactose-free cake - 1 cake
- Butter cookies - 6 packs
- Biscuits - 4 packs
- Salted crackers - 4 packs
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Cheese biscuits - 4 packs
- Snack mix - 4 bags
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 trays
- Grapes - 5 kilos
- Apples - 60 pieces
- Mandarins - 60 pieces
- Cheese cubes - 3 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Baguettes - 12 pieces
- Multigrain bread - 6 loaves
- Crackers - 8 packs
- Butter - 1 kilo
- Strawberry jam - 4 jars
- Honey - 3 jars
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olives - 4 jars
- Pickles - 3 jars
- Paper napkins - 500 pieces
- Paper coasters - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Disposable kitchen napkins - 2 packs
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 4 bottles
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 3 rolls
- Paper table runners - 6 rolls
- Diet biscuits - 4 packs
- Gluten-free crackers - 3 packs
- Lactose-free cookies - 3 packs
- Vegetarian spread salad - 6 tubs
- Herb butter - 4 tubs
- Lemons - 20 pieces
- Fresh mint - 6 bunches

Tips

Plan around 250–330 ml of water per guest, plus coffee and tea for the interval. Set out water jugs and glasses where guests can reach them without crossing the room.
For coffee and tea service, allow one cup per guest for each serving round, with about one coffee spoon per cup. Add extra cups and spoons if the concert includes a long interval.
Prepare roughly one dessert plate and pastry fork per guest if you are serving cake or pastries. Bring serving platters and serving spoons so food can be replenished without using personal cutlery.
Check the sound setup at least 3–5 days beforehand: active speakers, mixer, wireless microphones, microphone stands and music stands must work together. Pack spare batteries for every wireless microphone, plus at least two extension cords and power strips.
Do not leave access items until the event day. Arrange coat racks, waste bins, name badges, printed programmes and clear signage at least 24 hours before doors open, and keep cable mats ready for every cable crossing a walkway.

Frequently asked questions

What refreshments do I need for a senior concert?: Plan 250–330 ml of water per guest, plus one coffee or tea serving per person during the interval. Add about 10% extra cups, glasses and drinks for spills, late arrivals and volunteers.
How much tableware do I need for a senior concert?: Start with one coffee cup, tea glass, water glass, dessert plate and pastry fork per expected guest. Add 10–15% spare pieces, especially for cups and glasses if there is more than one serving round.
What sound equipment is needed for a senior concert?: The basic setup includes active speakers, a mixer, wireless microphones, microphone stands, music stands, a laptop or music player and suitable cables. Test everything 3–5 days before the concert and keep spare batteries ready for each wireless microphone.
When should I buy chilled products for a senior concert?: Buy or collect chilled products on the day before the concert, or on the event day if storage is limited. Confirm quantities after registrations close, ideally 3–5 days beforehand, so dietary requirements and late cancellations are included.

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