What you need for a world music concert

A world music concert needs more than instruments and a stage. Your shopping list must cover sound equipment, stage access, audience seating, drinks service, performer changing areas and the cables that connect everything. Start with the confirmed performer requirements, then match the quantities to your audience size and venue layout. Order specialist audio equipment and catering supplies early; these are the items most likely to cause delays when left until the final week.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage steps
Stage skirt
Chairsqty 160
Foldable tablesqty 12
Bar counter
Bar stoolsqty 4
Coat racksqty 3
Changing room chairsqty 8
Dressing room tablesqty 2

Tableware

Glassesqty 220
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12
Small bowlsqty 20
Carafesqty 12

Equipment

Mixing table
Active speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Wireless microphonesqty 4
Wired microphonesqty 6
Microphone standsqty 10
DI boxesqty 6
XLR cablesqty 16
Jack cablesqty 10
Cable reelsqty 6
Extension cordsqty 12
Laptop
Payment terminalqty 2

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 12
String lightsqty 6

Decorations

World music bannersqty 8
Stage drapesqty 4
Tableclothsqty 12
Flower arrangementsqty 8
Menu Card Holdersqty 12
Directional signsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Food warmersqty 4
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Serving spoonsqty 12
Pliersqty 8
Foilqty 3
Food storage containersqty 20

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8
Waste binsqty 12
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Spa Blauw - 120 bottles
- Spa Red - 48 bottles
- Cola - 36 bottles
- Coke Zero - 24 bottles
- Orange soda - 24 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Non-alcoholic beer - 24 bottles
- Pilsner - 96 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 8 bottles
- Prosecco - 6 bottles
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Olives - 3 kg
- Mixed nuts - 3 kilo
- Grapes - 5 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Mandarins - 40 pieces
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 20 pieces
- Arugula - 1 kilo
- Hummus - 3 kilos
- Tzatziki - 2 kilo
- Guacamole - 2 kilo
- Salsa - 2 kilos
- Pita bread - 100 pieces
- Baguettes - 12 pieces
- Wraps - 100 pieces
- Basmati rice - 5 kilos
- Couscous - 4 kilo
- Chickpeas - 30 cans
- Lentils - 20 cans
- Falafel - 6 kilo
- Grilled vegetables - 8 kilos
- Chicken breast - 6 kilo
- Feta - 3 kilo
- Halloumi - 3 kilos
- Hummus wraps - 80 pieces
- Yogurt - 4 kilos
- Baklava - 4 kilos
- Dates - 3 kilos
- Olive oil - 3 liters
- Salt - 1 kilo
- Black pepper - 250 grams
- Cumin - 250 grams
- Paprika powder - 250 gram
- Garlic - 1 kilo
- Chili sauce - 3 bottles
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Lemon juice - 2 bottles
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 250 pieces
- Wooden stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Baking paper - 2 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Paper towels - 12 packs

Tips

Allow 2–3 drinks per guest for the first hour, then about 1 drink per person per hour. Add at least 10% extra glasses, cups and carafes so service does not stop when items are waiting to be washed.
For a seated concert, provide one chair per registered guest plus 5–10% spare chairs. Keep a separate set of tables and chairs for the bar, registration point and performers’ changing room.
Confirm the stage plan before buying or hiring stage sections, steps and a stage skirt. Leave clear access at the front and sides, and reserve at least one stage step for every practical performer access route.
Match the sound shopping list to each act’s technical requirements: microphones, DI boxes, monitors, XLR cables and jack cables are not interchangeable. Buy or reserve at least 15% more cable length than the measured routes require.
Prepare the backstage supplies at least 3 days before the concert. Set aside changing room chairs and tables, drinking glasses, carafes, small bowls and serving trays so they are not used by the audience service team.

Frequently asked questions

What should I buy for a world music concert?: Plan for stage sections, steps and a stage skirt, audience chairs and tables, bar equipment, tableware, microphones, speakers, monitors, DI boxes and cables. The exact quantities depend on the confirmed performers, venue layout and guest count; finalise these at least 2 weeks before the event.
How many glasses and cups do I need for a concert?: For a seated audience, start with one drinking glass per expected guest plus 10% spare. Add coffee cups, plates and cutlery for the planned catering, and provide at least 2 carafes per drinks or coffee station.
How many microphones are needed for a world music concert?: Use the performers’ technical requirements rather than a fixed number. As a starting point, allow one microphone per vocal or speech position, one stand per wired microphone, and 2–4 spare microphones or suitable alternatives for a multi-act programme.
How early should I order concert sound equipment and supplies?: Reserve active speakers, subwoofers, stage monitors, wireless microphones and mixing equipment 3–4 weeks ahead. Buy cables, extension cords, cable reels and tableware at least 1 week before the concert, then check every item during the final technical setup.

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