What to buy for a student concert

A student concert needs more than instruments and a stage. Plan supplies for the audience, performers, volunteers and the technical setup, including drinks, tableware, lighting and cable safety. Buy or collect anything that must be chilled, printed or checked before doors open at least one day ahead. Use the guest count and number of performers to set quantities, then add a small buffer for breakages, spills and last-minute guests.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 6
Coat racksqty 3
Clothes hangersqty 120
Stage sectionsqty 8
Tableclothsqty 10

Equipment

Music speakersqty 2
Subwoofersqty 2
Mixer
Stage monitorsqty 3
Wireless microphonesqty 4
Microphone standsqty 5
DI boxesqty 4
XLR cablesqty 12
Jack cablesqty 8
Speaker cablesqty 6
Power stripsqty 10
Extension cordsqty 10
Cable matsqty 12
Laptop

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 6
Battery lampsqty 8

Tableware

Water glassesqty 100
Wine glassesqty 60
Coffee cupsqty 50
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Pliersqty 6
Bottle openersqty 4
Waste binsqty 8

Decorations

Concert postersqty 20
Program flyersqty 180
Stage drapesqty 3
Buntingqty 12
Table décorqty 10
Directional signsqty 12
Name badgesqty 40
Wristbandsqty 180
Cloakroom numbersqty 150

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 3 packs
- Tea assortment - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 2 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty pretzels - 5 bags
- Mixed nuts - 5 bags
- Popcorn - 5 bags
- Mini cheese breadsticks - 6 packs
- Cucumber - 12 pieces
- Carrots - 5 kilos
- Cherry tomatoes - 4 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Cheese cubes - 4 kilo
- Olives - 6 jars
- Baguettes - 12 pieces
- Crackers - 8 packs
- Mini sandwiches - 180 pieces
- Vegetarian wraps - 60 pieces
- Vegan sandwiches - 30 pieces
- Gluten-free sandwiches - 12 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces

Tips

Plan two to three drinks per person for the first hour, then one to two for each additional hour. Keep extra water available for performers, volunteers and anyone working on stage.
Count tableware against the expected audience rather than the number of tables. For a seated meal, allow one plate and cutlery set per guest, plus 10% extra; glasses and coffee cups also need a small spare supply.
Prepare the technical setup as a complete chain: microphones, stands, DI boxes, mixer, speakers, monitors, cables, power strips and extension cords. Keep at least two spare audio cables and use cable mats wherever guests or volunteers cross cables.
Match lighting to the stage and audience areas. Check the LED spotlights and mood lighting before the venue opens, and keep battery lamps available for darker backstage, bar or entrance areas.
Buy or gather practical front-of-house items early: coat racks, hangers, tables, chairs, bar stools and tablecloths. Chill drinks several hours before doors open, and check all materials against the run sheet before unloading equipment.

Frequently asked questions

How many drinks do I need for a student concert?: Plan two to three drinks per person for the first hour and one to two per person for every following hour. Add about 10% extra for performers, volunteers, spills and guests who arrive without registering.
How much tableware should I buy for a student concert?: For a seated meal, provide one plate, cutlery set and suitable glass or cup per guest, then add 10% spare. For drinks served throughout the concert, count enough glasses for one serving round plus replacements for breakage.
When should I arrange the technical equipment for a student concert?: Reserve the equipment as soon as the performers confirm their technical requirements, preferably at least two to four weeks before the concert. Check every cable, microphone, speaker, monitor and power connection during setup before the doors open.
When should I chill drinks for a student concert?: Chill drinks several hours before the audience arrives; for a large stock, start the day before. Keep a separate supply for performers and volunteers so the bar does not use everything before the concert starts.

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