What you need for a world music concert

A world music concert needs more than instruments and a stage. This shopping list covers the practical items that keep the audience comfortable, the performers supported and the technical setup working. Plan drinks and snacks around your expected attendance, then check cables, adapters, batteries and lighting before concert day. Small supplies such as cable mats, serving trays and spare power strips are easy to overlook and difficult to replace once doors are open.

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What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
Chairsqty 180
High tablesqty 12
Buffet tablesqty 6
Artist tablesqty 4
Coat racksqty 4
Stoolsqty 8

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 10
Microphone standsqty 10
Serving traysqty 8
DI boxesqty 6
Instrument cablesqty 20
XLR cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Cable matsqty 12
Spare batteriesqty 24

Lighting

LED stage lightsqty 8
String lightsqty 6
Outdoor lightsqty 4
Extension cordsqty 8

Decorations

Backdrop
World mapsqty 4
Buntingqty 8
Decorative clothsqty 12
Flower arrangementsqty 8
Chalkboardsqty 6
Tableclothsqty 12

Tableware

Reusable glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Serving tongsqty 12
Coffee potsqty 4

Kitchen

Food warmersqty 6
Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 6
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 8
Mop setsqty 3
Bucketsqty 4
Cleaning clothsqty 24
Hand brushes and dustpanqty 4
Glovesqty 12
Toilet brushesqty 2

Catering

Groceries
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Ginger beer - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Beer - 8 crates
- Alcohol-free beer - 3 cases
- White wine - 12 bottles
- Red wine - 8 bottles
- Rosé - 6 bottles
- Coffee - 6 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 packs
- Milk - 10 liter
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Ice cubes - 12 bags
- Coffee cream - 4 boxes
- Baguettes - 20 pieces
- Whole grain bread - 8 loaves
- Pita breads - 10 packs
- Hummus - 10 tubs
- Baba ganoush - 6 tubs
- Cream cheese - 3 kilograms
- Mild cheese - 3 kilograms
- Goat cheese - 2 kilogram
- Olives - 5 kilograms
- Sun-dried tomatoes - 3 kilograms
- Falafel - 8 kilogram
- Chicken skewers - 8 kilograms
- Stuffed vine leaves - 5 kilogram
- Mini spring rolls - 6 kilogram
- Samosas - 6 kilogram
- Vegetable turnovers - 5 kilogram
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 kilogram
- Cashews - 5 kilograms
- Raisins - 3 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 8 kilograms
- Oranges - 8 kilogram
- Cucumbers - 5 kilogram
- Cherry tomatoes - 6 kilograms
- Bell peppers - 4 kilograms
- Carrots - 5 kilograms
- Mixed salad - 5 kilograms
- Parsley - 10 bunches
- Mint - 10 bunches
- Garlic - 1 kilogram
- Olive oil - 4 liters
- Balsamic vinegar - 2 bottles
- Tahini - 4 jars
- Garlic sauce - 4 bottles
- Chili sauce - 4 bottles
- Harissa - 3 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Salt - 2 packs
- Black pepper - 2 jars
- Cumin - 2 jars
- Paprika powder - 2 jars
- Oregano - 2 pots
- Napkins - 1500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs

Tips

Plan around two to three drinks per guest for the first hour, then one drink per person for each additional hour. Chill the drinks at least 12 hours before the concert so they are ready when visitors arrive.
Buy snacks for roughly one serving per guest, plus 10% extra for late arrivals and volunteers. Keep separate options ready for the dietary requirements collected during registration.
Count every microphone, DI box, instrument cable and XLR cable against the technical rider, then add at least two spare instrument cables and two spare XLR cables. Test the complete signal chain before the performers arrive.
Bring spare batteries for every wireless microphone or other battery-powered device, with at least one fresh replacement set per device. Pack power strips and extension cords separately from audio cables to make the setup quicker and safer.
Prepare cable mats before soundcheck, especially across walkways from the mixing console to the stage. Check that stage lights, outdoor lights and string lights have suitable extension cords and that the backdrop and decorative materials are secured before doors open.

Frequently asked questions

How many drinks do I need for a world music concert?: Allow two to three drinks per person for the first hour, followed by one drink per person for every additional hour. Add about 10% extra if the concert runs longer than planned or volunteers and performers are included in the catering count.
What cables should I buy for a world music concert?: Match the technical rider first, including XLR cables, instrument cables and DI boxes. Keep at least two spare instrument cables and two spare XLR cables on site, and prepare enough cable mats for every public walkway.
How much food should I buy for the concert?: Plan one snack serving per guest and add 10% extra for volunteers, performers and unexpected visitors. Buy or prepare the snacks at least one day in advance, while chilled or fresh items can be completed on the day.
When should I test the concert equipment?: Complete a full sound and lighting test several hours before doors open, not just when the audience is arriving. Check microphones, monitors, speakers, the mixing console, power strips and spare batteries during that test.

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