What to buy for a world music concert

A world music concert needs more than instruments and a stage. You will need drinks and tableware for artists, crew and guests, plus practical supplies for the entrance, dressing room, catering area and technical setup. Plan these purchases before the final week, especially cables, power splitters, batteries and backstage refreshments. This shopping list covers the physical items needed to support the concert from setup through the final performance.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Stage skirtqty 4
Tablesqty 12
Chairsqty 320
Dressing room racksqty 4
Clothes hangersqty 40
Entrance desk
Catering countersqty 3

Equipment

Speakersqty 4
Subwoofersqty 2
Mixer
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Monitor speakersqty 4
Instrument cablesqty 20
Microphone cablesqty 20
Power splittersqty 8
Extension cordsqty 12
Cable traysqty 12
Executive headsetqty 2

Lighting

LED stage lightsqty 8
Light standsqty 4
Mood lightingqty 12
Light controller
Flashlightsqty 6

Tableware

Water glassesqty 350
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 350
Forksqty 350
Knivesqty 350
Spoonsqty 150
Serving bowlsqty 20
Serving traysqty 12
Coffee potsqty 4
Water jugsqty 12

Kitchen

Coolersqty 8
Food warmersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving tongsqty 12
Measuring cupsqty 4
Ice packsqty 24
Kettlesqty 3
Corkscrewsqty 4
Bottle openersqty 6
Storage binsqty 20

Decorations

World music fabricsqty 8
Buntingqty 12
Stage backdrop
Tableclothsqty 12
Menu boardsqty 6
Directional signsqty 12
Program flyersqty 350
Name badgesqty 40
Pensqty 20
Table numbersqty 12

Cleaning

Waste binsqty 12
Trash bagsqty 100
Broom and dustpanqty 4
Mopsqty 4
Bucketsqty 4
Cleaning spongesqty 12
Microfiber clothsqty 24
Glovesqty 40
Hand soap dispensersqty 6
Toilet paper holdersqty 6
Paper dispensersqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Emergency exit signsqty 8
Bollardsqty 12
Barrier tapeqty 4
Reflective vestsqty 12

Catering

Groceries
- Spa Blauw - 240 bottles
- Spa Red - 60 bottles
- Cola - 48 bottles
- Cola Zero - 36 bottles
- Orange soda - 24 bottles
- Tonic - 12 bottles
- Ginger beer - 12 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 18 bottles
- Red wine - 12 bottles
- Rosé - 12 bottles
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 6 liters
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Lemons - 5 kilograms
- Ice cubes - 30 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Hummus - 12 tubs
- Guacamole - 8 tubs
- Salsa - 8 jars
- Olives - 6 jars
- Salted peanuts - 6 bags
- Mixed nuts - 6 bags
- Rice crackers - 6 packs
- Mini spring rolls - 8 boxes
- Falafel - 6 kilogram
- Mini pita breads - 12 packs
- Cucumbers - 5 kilogram
- Cherry tomatoes - 5 kilo
- Bell peppers - 4 kilograms
- Carrots - 4 kilograms
- Celery - 2 kilograms
- Grapes - 5 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Mangoes - 20 pieces
- Pita falafel - 120 pieces
- Chicken skewers - 120 pieces
- Vegetarian wraps - 80 pieces
- Tortilla wraps - 12 packs
- Pita bread - 12 packs
- Rice - 8 kilograms
- Couscous - 6 kilograms
- Chickpeas - 24 cans
- Diced tomatoes - 24 cans
- Coconut milk - 12 cans
- Onion - 5 kilogram
- Garlic - 1 kilogram
- Ginger - 1 kilogram
- Olive oil - 3 liters
- Sunflower oil - 3 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Cumin - 250 grams
- Curry powder - 250 grams
- Paprika powder - 250 gram
- Chili powder - 150 grams
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Garlic sauce - 3 liters
- Yogurt sauce - 3 liters
- Tahini sauce - 2 liters
- Peanut sauce - 3 liters
- Honey - 2 kilograms
- Pita bread filling - 4 kilogram
- Feta - 3 kilograms
- Grated cheese - 3 kilogram
- Plant-based cheese - 1 kilogram
- Yogurt - 5 kilograms
- Vegan yogurt - 3 kilograms
- Cookies - 12 packs
- Vegan cookies - 6 packs
- Napkins - 1000 pieces
- Paper straws - 500 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 12 rolls
- Hand soap - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Toilet cleaner - 6 bottles
- Disinfecting wipes - 12 packs

Tips

Buy at least one water glass per expected artist and crew member, then add 10% extra for breakage and replacements. Keep drinking water backstage as well as at the catering counters.
Count wine glasses and coffee cups separately from water glasses. A concert with 100 guests can easily need more than 100 serving pieces once performers, volunteers and staff are included.
Prepare the technical accessories before delivery day: instrument cables, microphone cables, DI boxes, power splitters, extension cords and cable trays should be checked against the stage layout and input list.
Set aside practical backstage supplies for the dressing room, including racks and enough clothes hangers for each performer’s outfit, with several spare hangers for coats and bags.
Keep flashlights available at the entrance, backstage and beside the stage. They are useful during setup, quick cable checks and any moment when the main lighting is switched off.

Frequently asked questions

What do I need to buy for a world music concert?: Plan supplies for four areas: the stage, technical setup, lighting, and hospitality. Typical items include microphones, stands, cables, DI boxes, speakers, stage lights, water glasses, wine glasses and coffee cups.
How many glasses do I need for a concert?: Start with one water glass per artist, crew member and volunteer, plus one glass per expected guest for the service area. Add at least 10% extra, so a group of 100 users requires about 110 glasses.
When should I buy concert cables and power supplies?: Buy or confirm cables, power splitters and extension cords at least 7 days before the concert. This leaves time to test every connection and replace missing or damaged equipment.
What should be ready backstage for concert performers?: Have dressing room racks, clothes hangers, drinking glasses and catering supplies ready before performers arrive. Set up the backstage area at least 2 hours before the doors open so artists are not waiting during the soundcheck.

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