What to buy for a spring concert

A spring concert needs more than instruments and music stands. Plan refreshments for the audience and performers, including chilled drinks, coffee, tea and snacks, then match cups, glasses, plates and serving utensils to your expected attendance. Set aside dietary products before the event and check the coffee station, entrance desk and cash register supplies before shopping. This list also covers practical equipment such as extension cords, cable reels and microphone accessories that are easy to overlook.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 10
Bar stoolsqty 4
Coat racksqty 2
Dressing room tablesqty 2
Conductor's podium
Musician chairsqty 45

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Serving traysqty 8
Water jugsqty 10

Equipment

Music standsqty 50
Desk lampsqty 20
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 2
DI boxesqty 2
Metronomesqty 2
Instrument standsqty 12
Instrument cratesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice packsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Tea towelsqty 12

Decorations

Flower arrangementsqty 6
Tableclothsqty 10
Stage drapesqty 2
Wayfinding signsqty 6
Program board

Lighting

Standing lampsqty 4
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Green tea - 1 box
- Fresh mint - 3 bunches
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee cream - 4 packets
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Rosé - 3 bottles
- Sparkling wine - 3 bottles
- Ice cubes - 10 kilograms
- Stir sticks - 200 pieces
- Paper napkins - 500 pieces
- Coffee filters - 2 packs
- Sugar cubes - 2 boxes
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Aged cheese - 2 kilogram
- Ham - 1.5 kilograms
- Chicken breast slices - 1,5 kilogram
- Hummus - 1 kilogram
- Jam - 4 jars
- Honey - 2 jars
- Baguettes - 20 pieces
- Mini rolls - 150 pieces
- Gluten-free sandwiches - 12 pieces
- Vegan sandwiches - 12 pieces
- Currant buns - 60 pieces
- Butter cake - 8 pieces
- Apple pie - 6 pies
- Vegan cake - 2 cakes
- Gluten-free cake - 2 cakes
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cocktail nuts - 4 bags
- Cucumber - 12 pieces
- Cherry tomatoes - 4 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Bananas - 30 pieces
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paper cups - 250 pieces
- Paper plates - 150 pieces
- Wooden stirrers - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 3 packs
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Bandages - 2 boxes

Tips

Calculate drinks separately for the audience and performers. For the first hour, allow two to three drinks per person, then add water for musicians who will be performing.
Buy coffee and tea supplies for the full arrival and interval period, not just the concert length. A practical starting point is one cup per guest, plus 10% extra cups, teaspoons and sweeteners.
Prepare snacks in individual portions where possible. Set aside dietary products in clearly marked groups before the doors open so they are not mixed with the regular pastries or snacks.
Check serving equipment against the number of tables before shopping. Plan at least one serving tray, serving spoon and water jug per refreshment area, rather than assuming one set will cover the whole venue.
Test every powered item before setup day. Count extension cords, power strips and cable reels for the mixer, speakers, microphones, desk lamps and coffee equipment, and bring spares for any critical connection.

Frequently asked questions

What drinks should I buy for a spring concert?: For the first hour, allow two to three drinks per person, with water available throughout the concert. Add extra drinks for performers and volunteers, then chill them several hours before doors open.
How many coffee cups do I need for a spring concert?: Start with one coffee or tea cup per expected guest, plus 10% extra. Match that number with teaspoons, plates, pastry forks and enough coffee and tea for the arrival and interval periods.
What refreshments should I buy for concert guests?: Plan snacks in individual portions, along with drinks, coffee and tea. Buy or prepare separate dietary products and label them before the entrance desk opens so guests can identify them quickly.
When should I check the spring concert shopping list?: Check the list at least one week before the concert, when missing equipment or tableware can still be sourced. Do the final stock check 24 hours before the event and chill the drinks afterward.

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