What you need for a sing-along concert

A sing-along concert needs more than microphones and chairs. You also need a clear way to display lyrics, enough printed songbooks, reliable power and practical serving supplies for the audience and performers. Use the quantities in your event plan as a starting point, then match them to your expected capacity and registration numbers. Check cables, batteries and printed materials at least one day before the concert, because replacing them at the last minute is difficult.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Chairsqty 120
Tablesqty 12
Foldable tablesqty 4
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 8

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Monitor speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Music standsqty 8
Headphonesqty 2
Spare fusesqty 10
Cable tiesqty 100
Spare AA batteriesqty 24
AAA spare batteriesqty 24

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 6
Spare batteriesqty 24

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Small bowlsqty 16
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Knivesqty 8
Serving spoonsqty 8
Serving utensilsqty 12

Decorations

Bannersqty 4
Balloonsqty 100
Tableclothsqty 12
Stage drapesqty 4
Directional signsqty 8
Name badgesqty 30

Catering

Songbooksqty 130
Admission ticketsqty 130
Groceries
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 12 bags
- Alcohol-free beer - 6 crates
- Beer - 8 crates
- White wine - 12 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Grape juice - 4 bottles
- Baguettes - 16 pieces
- Whole grain bread - 8 loaves
- Mini Sandwiches - 160 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Hummus - 12 tubs
- Herb cream cheese - 12 tubs
- Ham - 2 kilograms
- Salami - 2 kilograms
- Cucumber - 12 pieces
- Tomatoes - 3 kilograms
- Arugula - 8 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 4 kilograms
- Olives - 8 jars
- Grapes - 6 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Spongesqty 12
Rubber glovesqty 12
Toilet brushesqty 4
Paper towelsqty 8

Tips

Print one songbook per expected attendee, plus 5–10% extra for late registrations, damaged copies and performers who need their own set.
Plan one chair per seated guest and leave clear space for the entrance route. If you are using tables, count places by table rather than assuming every chair will fit comfortably.
Test the active speakers, mixer, wireless microphones, monitor speakers and DI boxes together before opening. Keep extension cords, power strips and gaffer tape ready for safe cable runs.
Prepare the lyric display in two formats: a projected version using the laptop, projector and screen, and printed songbooks as a backup. Check every lyric file before the audience arrives.
Count glasses, coffee cups, plates and cutlery sets against your registrations, then add at least 10% spare. Put waste bins where people actually eat and drink, not only near the exit.

Frequently asked questions

How many songbooks do I need for a sing-along concert?: Prepare one songbook for every expected attendee and add 5–10% spare copies. For 100 guests, that means printing 105–110 booklets, before setting aside copies for performers and volunteers.
How many microphones are needed for a sing-along concert?: The number depends on the performers, but plan one microphone for each simultaneous singer who must be heard clearly. Add at least one spare microphone or a tested backup option, and check the wireless range before the day.
How early should I test the sound equipment?: Test the full sound setup at least one day before the concert, including microphones, mixer, speakers, monitors, DI boxes and laptop playback. Repeat a short line check 60–90 minutes before doors open.
How much tableware do I need for a sing-along concert?: Count one glass, cup, plate and cutlery set per person who will be served, then add 10% spare. For 80 guests, prepare at least 88 of each item that will be used.

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