What to Buy for a Soul Concert

A soul concert needs more than microphones and speakers. Plan drinks and catering for the audience, practical supplies for performers, and small items that keep check-in and backstage areas running smoothly. Use your confirmed registrations to estimate quantities, then add a modest buffer for late arrivals and crew. Buy shelf-stable supplies first, chill drinks on the day, and leave enough time to prepare catering before the venue opens.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Artist chairsqty 8
Tablesqty 12
Chairsqty 120
High tablesqty 10
Coat racksqty 4
Clothes hangersqty 150
Bar stoolsqty 6

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
Cablesqty 4
Audio cablesqty 20
XLR cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Power splittersqty 4
Laptop for music
USB sticksqty 3
Walkie-talkiesqty 8
Power banksqty 4
Flashlightsqty 6
Batteriesqty 24
Toolboxesqty 2
Cable tiesqty 200
Spare fusesqty 10

Lighting

Stage spotlightsqty 8
Light standsqty 4
Light controller
Atmosphere lightsqty 12
Work lightsqty 4

Decorations

Backdrop
Tableclothsqty 12
Plantsqty 8
Garland clothqty 6
Adhesive hooksqty 30
Duct tapeqty 8
Name badgesqty 30
Wristbandsqty 180
Directional signsqty 12

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 20
Serving trays with lidsqty 8
Pliersqty 8
Ice packsqty 24
Bottle openersqty 4
Corkscrewsqty 3
Wok pansqty 8
Measuring cupsqty 3

Catering

Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ginger ale - 12 bottles
- Tonic - 12 bottles
- Sparkling mineral water - 24 bottles
- Still mineral water - 36 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 8 bottles
- Gin - 3 bottles
- Vodka - 3 bottles
- Brown rum - 2 bottles
- Bourbon - 2 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 4 kilograms
- Limes - 4 kilograms
- Coins - 8 bunches
- Ice cubes - 30 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Olives - 6 jars
- Mixed nuts - 6 bags
- Grapes - 8 kilograms
- Apples - 8 kilograms
- Cherry tomatoes - 5 kilograms
- Cucumbers - 5 kilogram
- Carrots - 5 kilograms
- Hummus - 12 tubs
- Cream cheese - 3 kilograms
- Young cheese - 4 kilograms
- Brie - 3 kilograms
- Grilled vegetables - 8 kilograms
- Falafel - 5 kilogram
- Chicken skewers - 6 kilograms
- Mini quiches - 240 pieces
- Mini sausages - 240 pieces
- Baguettes - 24 pieces
- Wholemeal loaves - 12 pieces
- Crackers - 12 packs
- Wraps - 12 packs
- Pesto - 6 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Chili sauce - 3 bottles
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Salt - 1 kilogram
- Black pepper - 3 mills
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Napkins - 800 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- Cleaning wipes - 12 packs
- All-purpose cleaner - 6 bottles
- Toilet cleaner - 4 bottles
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
Drink dispensersqty 4
Water jugsqty 8
Buffet risersqty 8
Cooling platesqty 12
Serving traysqty 20
Coffee filtersqty 200
Tea filtersqty 100
Bar towelsqty 4
Strawsqty 400
Cocktail picksqty 500

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 4
Broom setsqty 3
Vacuum cleaner
Rubber glovesqty 12
Toilet brushesqty 4
Towel rollsqty 8

Tips

Plan around 2–3 drinks per guest for the first hour, then 1–2 per hour after that. Include water as well as soft drinks and any other beverages on your menu.
Use the registration list to calculate catering portions, then add about 10% extra. Confirm dietary requirements before shopping so suitable meals are available at check-in, not after the concert starts.
Set aside a separate backstage supply for performers and crew. Water, cups, napkins and simple food should be ready before the artists arrive, rather than taken from the audience stock.
Buy disposable or reusable service items at least 2 days before the concert, especially cups, plates, cutlery, napkins and bin liners. Check these against the catering menu before doing the final shop.
Do not leave technical consumables until the setup day. Check cables, extension cords, power strips, USB sticks and batteries at least 48 hours before opening, and keep a small reserve of essential connectors and power supplies.

Frequently asked questions

How many drinks do I need for a soul concert?: For the first hour, allow 2–3 drinks per guest. After that, plan for 1–2 drinks per person per hour, with water included in the total.
How much catering should I buy for a soul concert?: Base the order on confirmed registrations and add about 10% extra portions. Finalise dietary requirements at least 3 days before the concert so the menu and quantities can be adjusted.
When should I buy supplies for a soul concert?: Buy non-perishable supplies 2–3 days in advance. Buy fresh catering items as close to the event as practical, and chill drinks on the day before guests arrive.
What technical supplies should I check before a soul concert?: Check the mixing console, speakers, subwoofers, monitors, microphones, stands and all signal and power cables at least 48 hours before setup. Test USB sticks and the music laptop before the programme is finalised.

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