What you need for a singer-songwriter concert

Use this shopping list to prepare a small live concert without discovering missing essentials on the day. It covers front-of-house supplies, artist catering, technical backup items and atmosphere lighting for a singer-songwriter setup. Check the performer’s technical requirements before buying or packing equipment, especially microphones, DI boxes, cables and speakers. Keep chilled food and drinks cold, and set aside the artist’s meal separately from guest catering.

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What to bring

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

Furniture

Chairsqty 90
Bistro tablesqty 8
Lounge armchairsqty 6
Tall cocktail tablesqty 4
Foldable tablesqty 4
Coat racksqty 2
Clothes hangersqty 100
Artist table
Performer chairsqty 4

Equipment

Active speakersqty 2
Music mixer
Singing microphonesqty 3
Microphone standsqty 3
DI boxesqty 2
Acoustic guitar
Guitar standsqty 3
Instrument cablesqty 8
Microphone cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 10
Laptop for music
Music standsqty 3
Spare batteriesqty 12

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
String lightsqty 4
Spare bulbsqty 6

Decorations

Stage backdrop
Ornamental plantsqty 6
Table runnersqty 8
Welcome sign
Directional signsqty 6
Adhesive stripsqty 2

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 50
Tea glassesqty 50
Dessert platesqty 100
Cake serversqty 100
Coffee spoonsqty 60
Serving plattersqty 12
Serving utensilsqty 8

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving traysqty 6
Food containersqty 12
Kitchen tongsqty 6
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Black tea - 30 bags
- Herbal tea - 30 bags
- Green tea - 20 bags
- Sugar - 2 kilograms
- Sweeteners - 100 pieces
- Whole milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Sparkling water - 30 bottles
- Still mineral water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Ginger beer - 6 bottles
- Ice cubes - 10 kilograms
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilograms
- Young cheese - 2 kilograms
- Brie - 1,5 kilogram
- Hummus - 2 kilograms
- Pesto - 4 jars
- Olives - 2 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Carrots - 3 kilogram
- Celery - 4 heads
- Grapes - 4 kilograms
- Apples - 50 pieces
- Pears - 30 pieces
- Bananas - 30 pieces
- Mixed nuts - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty crackers - 8 packs
- Rice crackers - 6 packs
- Butter cookies - 6 packs
- Brownies - 80 pieces
- Mini muffins - 80 pieces
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Napkins - 400 pieces
- Paper cups - 150 pieces
- Wooden stirrers - 200 pieces
- Paper plates - 150
- Baking paper - 2 rolls
- Food storage bags - 2 boxes
- Trash bags - 50 pieces
- Compostable trash bags - 30 pieces
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 10 pieces
- Rubber gloves - 6 pairs

Tips

Buy at least two spare microphone or instrument cables, plus spare batteries for every battery-powered device. A single failed cable can stop the performance, so test all connections before doors open.
Plan two to three drinks per guest for the first hour, then about one drink per person for each additional hour. Keep a separate supply of still water for the performer and crew.
Order the artist meal early enough to arrive at least 60 minutes before the scheduled performance. Confirm dietary requirements in advance and serve it at the artist table rather than in the guest area.
Pack extension cords, power strips and cable mats together in one labelled box. Test the available power points before setup and cover every cable crossing before guests enter.
Count lighting items by position rather than by type: allow one LED spotlight for each main performance area, then check bulbs and string lights before installation. Bring spare bulbs so a failed light does not affect the stage setup.

Frequently asked questions

What should I buy for a singer-songwriter concert?: You need seating and tables, sound equipment such as active speakers, a mixer, microphones, stands and cables, plus power and cable-safety supplies. Add artist catering, drinks, lighting, signage and basic guest supplies based on your attendance and venue.
How many drinks do I need for a singer-songwriter concert?: Plan for two to three drinks per guest during the first hour, followed by roughly one drink per guest per additional hour. Add a separate allowance for the performer and crew, including still water.
How many spare cables and batteries should I bring?: Bring at least two spare microphone or instrument cables and one spare battery set for every battery-powered device. Test the complete audio setup before the event and keep the spares accessible from the technical area.
When should I order the singer’s meal?: Confirm the meal and dietary requirements at least 3 to 5 days before the concert. Arrange delivery or pickup so the meal is available at least 60 minutes before the performance starts.

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