What you need for a sponsor concert

A sponsor concert needs more than instruments and refreshments. You will need equipment for sound and lighting, practical furniture for guests and performers, and enough tableware for the catering setup. Plan drinks separately for the arrival period and the concert itself, and confirm technical quantities with the musicians before buying or hiring anything. Keep sponsor logos, name badges, printed programmes, and access materials ready before the event week so last-minute changes do not affect the entrance or stage setup.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Bar stoolsqty 6
Coat racksqty 2
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 12
Extension cordsqty 6
Power stripsqty 10
Laptop
Music standsqty 12
Cable matsqty 12

Lighting

Stage lightsqty 6
Atmosphere lightsqty 10
Light standsqty 4

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pouring jugsqty 8

Kitchen

Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Storage binsqty 12
Washing-up bowlsqty 3

Decorations

Sponsor bannersqty 8
Buntingqty 6
Tableclothsqty 12
Flower arrangementsqty 8
Program boardsqty 4
Directional signsqty 10

Catering

Entrance desk
Donation boxesqty 3
Cash register
Payment terminal
Menu Card Holdersqty 6
Drink dispensersqty 3
Bottle openersqty 4
Thermos flasksqty 6
Waste binsqty 8
Coat hangersqty 150
Name badgesqty 40
Program leafletsqty 150
Vocal cordsqty 120

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8
Toilet brushesqty 3

Groceries

Groceries
- Coffee - 2 packs
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 8 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 4 crates
- Pilsner - 8 crates
- White wine - 18 bottles
- Red wine - 8 bottles
- Prosecco - 8 bottles
- Bitter lemon - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Bread rolls - 80 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 1,5 kilo
- Hummus - 2 kilos
- Ham - 2 kilos
- Roast beef - 1.5 kilos
- Smoked chicken breast - 1,5 kilo
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Arugula - 8 bags
- Bell peppers - 3 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Mandarins - 4 kilo
- Olives - 2 kilos
- Pickles - 3 jars
- Nut mix - 2 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mini quiches - 150 pieces
- Vegetable spring rolls - 120 pieces
- Bitterballen - 150 pieces
- Vegetarian bitterballen - 100 pieces
- Mini pizzas - 120 pieces
- Herb cream cheese - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Satay sauce - 2 jars
- Pepper - 1 jar
- Salt - 1 pack
- Paprika powder - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Baguettes - 6 pieces
- Brownies - 100 pieces
- Butter cookies - 8 packs
- Whipped cream - 6 cans
- 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 - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Cleaning wipes - 4 packs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Bandages - 2 boxes
- Pens - 20 pieces
- Name stickers - 100 pieces
- Receipts - 2 rolls
- Tape - 6 rolls
- Cable ties - 200 pieces

Tips

Plan for two to three drinks per guest during the first hour, then one drink per person per additional hour. Add still and sparkling water, and keep a separate supply for performers and volunteers.
Allow at least one glass, cup, plate, and cutlery set per guest, plus 10% extra for breakage and replacements. Use serving platters and jugs so catering staff are not constantly opening individual packages.
Confirm the technical rider with every musician at least 14 days before the concert. Count microphones, stands, DI boxes, cables, power strips, and extension reels against the final programme rather than assuming the venue has them.
Prepare name badges, printed programmes, sponsor logos, and the final guest list at least 3 days before the event. Print a few spare programmes and blank badges for late registrations or spelling corrections.
Provide separate furniture and refreshments for the performers: changing-room tables and chairs, water, and a clear place for music stands and equipment. Check keys, access times, and cable routes before delivery day so setup does not compete with guest arrival.

Frequently asked questions

What drinks do I need for a sponsor concert?: For the first hour, budget two to three drinks per guest, followed by one drink per guest per hour. Include still and sparkling water, and keep extra bottles for musicians, crew, and volunteers.
How many glasses and cups should I buy for a sponsor concert?: Allow one glass and one coffee cup per guest, then add at least 10% spare. For 100 guests, that means 110 glasses and 110 cups, before accounting for separate performer or staff supplies.
When should I confirm the sound equipment for a sponsor concert?: Confirm the musicians’ technical requirements at least 14 days before the concert. Finalise the equipment count no later than 7 days beforehand, including microphones, stands, DI boxes, cables, power, and lighting.
How early should I prepare sponsor concert materials?: Collect sponsor logos and finalise the guest list at least 7 days before the event. Prepare badges, programmes, and the printed run sheet 3 days before, leaving time for corrections and spare copies.

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