What you need for a surprise concert

A surprise concert needs more than instruments and speakers. Guests need somewhere to sit or stand, drinks served in the right glasses, and clear routes around cables, furniture and emergency exits. This shopping list covers the practical items behind the scenes, from microphones and power strips to plates, coffee cups and stage lighting. Check quantities against your guest list, catering plan and venue layout before you shop.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 90
Bar stoolsqty 6
Buffet tablesqty 3
Clothes racksqty 2
Bollardsqty 8

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 3
Music standsqty 4
Monitor speakersqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Laptop
Spare batteriesqty 24

Lighting

LED stage footlightsqty 4
LED string lightsqty 6
Spotlightsqty 4
Light standsqty 2
Emergency lightsqty 4

Tableware

Water glassesqty 100
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice cube traysqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving spoonsqty 8
Frying pansqty 2

Decorations

Balloonsqty 120
Balloon ribbonqty 2
Party buntingqty 8
Tableclothsqty 8
Napkin holdersqty 8
Photo backdrop
Confetti cannonsqty 4
Name badgesqty 100

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 6
Towelsqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Ginger ale - 4 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Mini pistolets - 100 pieces
- Wholemeal bread - 6 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 1.5 kilos
- Herb cream cheese - 1 kilo
- Back ham - 1.5 kilos
- Smoked chicken breast - 1 kilo
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 6 bags
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Strawberries - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted nuts - 3 kilos
- Olives - 2 kilos
- Cherry tomatoes - 2 kilo
- Baby carrots - 2 kilos
- Cucumber sticks - 2 kilos
- Hummus dipping sauce - 2 kilo
- Garlic sauce - 1 liter
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 3 jars
- Satay sauce - 2 liters
- Vegetarian wraps - 40 pieces
- Chicken wraps - 40 pieces
- Pasta salad - 8 kilo
- Potato salad - 6 kilos
- Green salad - 6 kilos
- Vegetarian quiche - 6 pieces
- Mini meatballs - 5 kilos
- Chicken skewers - 5 kilos
- Vegetarian skewers - 3 kilo
- Baguettes - 8 pieces
- Herb butter - 1 kilo
- Potato croquettes - 4 kilo
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Chocolate cookies - 6 packs
- Whipped cream - 2 liters
- Diet-free sandwiches - 20 pieces
- Gluten-free crackers - 4 packs
- Vegan toppings - 1 kilo
- Gluten-free wraps - 20 pieces
- Allergen labels - 2 rolls
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Stir sticks - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dishwasher tablets - 1 box
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces

Tips

Count tableware against the final guest list, then add at least 10% extra. Include separate quantities for water glasses, wine glasses, coffee cups and plates so a busy buffet does not run short.
Plan power before buying or collecting equipment. Map each active speaker, subwoofer, mixer, light and laptop to a socket, and keep spare extension cords, power strips and cable reels available for unexpected gaps.
Keep at least one spare set of microphone batteries on site, even if the microphones were tested earlier. Batteries are easy to forget and difficult to replace once the surprise event is underway.
Match furniture to the floor plan rather than ordering by habit. Count tables, chairs, bar stools, buffet tables and clothes racks after deciding where guests, catering and the secret entrance will be.
Do a final shopping and equipment check 24 hours before guests arrive. Confirm that cables, DI boxes, microphone stands, music stands, monitor speakers and emergency lighting are physically at the venue, not just listed in a booking email.

Frequently asked questions

What should I buy for a surprise concert?: Plan for four groups: sound equipment, lighting, furniture and serving items. For each guest, allow one plate, one water glass and the appropriate number of drinks glasses, then add 10% spare tableware.
How many glasses do I need for a surprise concert?: Start with one water glass per guest, plus one wine glass for each guest who will be served wine. Add 10% extra, and increase the total if glasses cannot be washed or collected during the event.
How many spare batteries and cables should I bring?: Bring at least one spare battery set for every battery-powered microphone or device. Keep one spare extension cord, power strip and cable reel available, and label all XLR and jack cables before setup.
When should I check the shopping list for a surprise concert?: Complete the main check 48 hours before the concert and repeat it 24 hours before guests arrive. This leaves time to replace missing tableware, cables, lighting or furniture without revealing the surprise.

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