What you need for a soul concert

A soul concert needs more than instruments and a stage. Plan drinks, glasses, cups, plates, lighting and practical backstage supplies around your audience size and the length of the program. Buy or collect disposable items at least three days ahead, then chill drinks and prepare catering on the day. Keep technical equipment separate from consumables so deliveries, setup and soundcheck do not compete for the same space.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Beer tablesqty 6
Cocktail tablesqty 8
Chairsqty 110
Coat racksqty 3
Clothes hangersqty 120
Bollardsqty 8

Equipment

Mixer
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 4
Music instrument cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 20
Laptop for music
Stage lightingqty 8
Light standsqty 4
Cable tiesqty 100

Lighting

Atmosphere lightsqty 12
LED string lightsqty 6
Battery lanternsqty 8

Tableware

Water glassesqty 120
Wine glassesqty 100
Coffee cupsqty 60
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Serving traysqty 12
Small bowlsqty 20
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 10
Stage backdrop
Program boardsqty 4
Directional signsqty 8

Catering

Drink dispensersqty 4
Buffet warmersqty 4
Serving plattersqty 16
Ice packsqty 24
Bottle openersqty 4
Corkscrewsqty 3
Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 8 packs
- Beer - 120 bottles
- Alcohol-free beer - 36 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Bourbon - 3 bottles
- Gin - 2 bottles
- Rum - 2 bottles
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Mini burgers - 120 pcs
- Vegetarian burgers - 30 pieces
- Burger buns - 150 pieces
- Chicken skewers - 100 pieces
- Vegetarian skewers - 40 pieces
- Falafel - 80 pieces
- Hummus - 6 tubs
- Herbed cream cheese - 4 trays
- Young cheese - 4 kilograms
- Cheddar - 3 kilograms
- Ham - 2 kilograms
- Smoked chicken - 2 kilograms
- Mixed salad - 8 bags
- Tomatoes - 5 kilograms
- Cucumbers - 4 kilogram
- Bell peppers - 4 kilograms
- Red onions - 2 kilograms
- Avocados - 30 pieces
- Grapes - 5 kilograms
- Apples - 40 pieces
- Melons - 6 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 4 kilograms
- Olives - 3 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 4 bottles
- Mustard - 2 jars
- Barbecue sauce - 3 bottles
- Chili sauce - 2 bottles
- Olive oil - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Basil - 6 bunches
- Rosemary - 4 bunches
- Sandwiches for dietary requirements - 30 pieces
- Gluten-free crackers - 4 packs
- Vegan toppings - 3 kilograms
- Vegan desserts - 30 pieces
- Brownies - 100 pieces
- Fresh fruit for dessert - 8 kilograms
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 36 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 4 bottles
- Dishwashing liquid - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces

Cleaning

Waste binsqty 10
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12

Safety

Fire extinguishersqty 4
Flashlightsqty 6
Reflective vestsqty 8
First aid kitsqty 2

Communication

Walkie-talkiesqty 6
Charging stationsqty 2
Name stickersqty 30

Tips

Plan two to three drinks per guest for the first hour, then one to two drinks per guest for each additional hour. Include water as well as alcoholic options, and chill the first batch before doors open.
Count tableware against your peak audience, not the expected average. For a seated program, allow one plate and water glass per guest, plus 10% extra; add wine glasses and coffee cups only if those drinks are being served.
Do not leave cables and power supplies until stage setup. Bring extension cords, power strips, cable trays and cable ties together, and keep at least one spare cable of each commonly used type available.
Arrange backstage water and drinking glasses for performers before the audience arrives. Put them near the stage access point, where they can be reached without crossing the performance area.
Collect lighting and furniture at least one day before the concert if possible. Check that stage sections, steps, chairs, coat racks and hangers fit through the venue entrance before delivery day.

Frequently asked questions

How many drinks do I need for a soul concert?: For the first hour, plan two to three drinks per person. Add one to two drinks per person for every later hour, and include water in the total supply.
How many glasses and plates should I buy for a concert?: Start with one water glass and one plate per guest for a seated event, then add 10% extra. Provide wine glasses and coffee cups only for the number of guests expected to use those drinks, also with a 10% buffer.
When should I buy supplies for a soul concert?: Buy non-perishable supplies and collect rented equipment at least three days before the concert. Chill drinks and prepare fresh catering on the event day, after deliveries have been checked.
What technical equipment is needed for a soul concert?: Allow for a mixer, speakers, subwoofers, monitor speakers, microphones, microphone stands and DI boxes, plus cables and safe power distribution. Complete a soundcheck at least two hours before doors open so missing connections can still be fixed.

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