What to Buy for a Soundtrack Concert

A Soundtrack concert needs more than instruments and microphones. You also need enough seating, serving items, drinks, cables and backstage basics to keep the evening moving without last-minute shopping. Use the plan’s equipment and furniture list as your core checklist, then adjust quantities to your audience size and program length. Buy or confirm technical items early, especially DI boxes, monitor speakers, stands and extension cords, because replacements are rarely available at short notice.

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What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Concert chairsqty 120
Foldable tablesqty 12
High tablesqty 8
Coat racksqty 4
Coat hangersqty 150
Waste binsqty 10

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixer
Singing microphonesqty 4
Instrument microphonesqty 6
Microphone standsqty 10
DI boxesqty 4
Monitor speakersqty 4
Instrument cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Music standsqty 12
Digital piano
Drum kit

Lighting

LED stage lightsqty 8
Light standsqty 4
Lighting mixer
Mood lightingqty 12

Tableware

Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 8

Decorations

Themed movie postersqty 20
Stage drapesqty 4
Tableclothsqty 20
Program standsqty 6

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea bags - 200 pieces
- Caffeine-free tea - 40 bags
- Sugar - 2 kilos
- Sweeteners - 100 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Sparkling mineral water - 24 bottles
- Still mineral water - 36 bottles
- Apple juice - 12 bottles
- Orange juice - 12 bottles
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Beer glasses - 120 pieces
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Mixed nuts - 5 kilo
- Olives - 3 kg
- Grapes - 5 kilos
- Apples - 5 kilo
- Mini cucumbers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Hummus - 3 kilos
- Cream cheese - 2 kilo
- Brie - 2 kilos
- Young cheese - 3 kilos
- Vegan cheese - 1 kilo
- Ham - 2 kilos
- Salami - 2 kilo
- Baguettes - 30 pieces
- Mini rolls - 150 pieces
- Toast - 12 packs
- Wraps - 80 pieces
- Herb butter - 2 kilo
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 1 liter
- Balsamic vinegar - 1 bottle
- Olive oil - 2 liters
- Pepper - 2 mills
- Salt - 1 kilo
- Paper napkins - 500 pieces
- Cocktail picks - 500 pieces
- Coffee filters - 200 pieces
- Stirrers - 300 pieces
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill perishable stock before doors open and keep a separate supply for performers.
Count chairs against the seating plan and add 5% spare capacity. Arrange coat racks and hangers before guests arrive; they are easy to overlook when the focus is on the stage.
Match microphones, stands, instrument cables and DI boxes to the technical rider, not just the performer list. Keep at least two spare instrument cables and several spare extension cords on site.
Allow one music stand per seated musician, plus two spare stands if the program includes quick changes. Check the digital piano, drum kit and other instruments during the technical setup rather than on concert day.
Count water glasses, wine glasses, coffee cups and plates by service moment, with at least 10% extra for breakage and unexpected guests. Put waste bins near the entrance, bar or catering point and audience exits.

Frequently asked questions

How many drinks do I need for a Soundtrack concert?: Use two to three drinks per person for the first hour, then one additional drink per person for every following hour. Add about 10% extra if tickets are sold in advance and attendance is uncertain.
How many spare cables should I buy for a concert?: Keep at least two spare instrument cables and several spare extension cords available. The final number should follow the technical rider and the distance between the stage, mixer and power outlets.
How many chairs and tables do I need for the concert?: Provide one concert chair for each seated guest and add 5% spare capacity. Count foldable tables, high tables and coat racks from the room layout, then leave clear routes to the stage and exits.
When should I buy or confirm the concert equipment?: Confirm specialist equipment as soon as the performers and technical rider are known, preferably at least four weeks before the concert. Check every item during the technical setup and complete the shopping and chilling of stock before doors open.

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