What to buy for a sunrise concert

A sunrise concert needs more than instruments and speakers. Guests arrive early, so coffee, hot water, chilled drinks and easy-to-serve snacks must be ready before the performance starts. You also need enough tableware, lighting for the darker setup period, and safe cable management for the sound system. Use this shopping list alongside your guest count, dietary requirements and weather forecast, then buy perishables close to the event date.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
Party tentsqty 2
Foldable tablesqty 2
Tableclothsqty 8
Blanketsqty 8

Equipment

Speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Speaker standsqty 2
Musical instrumentsqty 2
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 8

Lighting

LED lampsqty 6
String lightsqty 4
Battery lanternsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 4
Serving spoonsqty 4

Decorations

Welcome sign
Menusqty 6
Directional signsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cocoa Powder - 1 canister
- Spa Blauw - 8 bottles
- Sparkling water - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Herbal tea - 2 boxes
- Croissants - 70 pieces
- Mini muffins - 70 pieces
- Whole grain bread - 8 loaves
- White bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Ham - 1,5 kilo
- Chicken breast fillet - 1,5 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Strawberry jam - 3 jars
- Peanut butter - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Apples - 70 pieces
- Bananas - 50 pieces
- Grapes - 4 kilos
- Muesli bars - 70 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Napkins - 500 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Wooden stirrers - 100 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant spray - 2 bottles

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include both chilled drinks and enough water for the early start.
For coffee, allow one cup per guest for the first serving, plus 10–15% extra cups, coffee and hot water. Prepare thermos flasks so the coffee service does not depend on one machine or kettle.
Count tableware by guest, then add 10% spare: plates, glasses, cutlery and coffee cups are easy to underestimate when people return for snacks or another drink.
Check every cable length before shopping for extension cords, power strips and cable mats. Buy or bring enough cable protection to keep walkways clear, especially while the venue is still dim.
Sunrise setup often happens in low light and cool conditions. Arrange LED lamps, string lights, battery lanterns and blankets before the forecast changes, rather than waiting until guests arrive.

Frequently asked questions

How many drinks do I need for a sunrise concert?: Plan for two to three drinks per person during the first hour, including water. For every hour after that, add about one drink per person and keep at least 10% extra for unexpected demand.
How much coffee should I buy for a sunrise concert?: Allow one cup per guest for the first serving and add 10–15% extra. Buy enough coffee, cups and hot water for a second serving if the concert lasts more than two hours.
How many plates and glasses do I need per guest?: Use one plate, one glass and one cutlery set per guest as a minimum, then add 10% spare. Coffee cups should also be counted separately because guests may use them more than once.
When should I buy food and chill the drinks?: Buy non-perishables and drinks several days ahead, then buy fresh snacks as close to the concert as practical. Chill drinks at least 6–8 hours before serving, or use coolers with ice during setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.