What you need for a youth concert

A youth concert needs more than microphones and speakers. This shopping list covers the practical items that are easy to miss, from wristbands and name badges to extension cords, spare batteries and printed signs. Plan quantities around the number of performers, volunteers and visitors, then check technical requirements with each artist before ordering or borrowing equipment. Keep food, drinks and dietary information together so catering is ready when the venue opens.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
High tablesqty 6
Coat racksqty 3
Foldable tablesqty 4

Equipment

Active speakersqty 2
Subwoofersqty 2
Mixer
Wireless microphonesqty 4
Wired microphonesqty 4
Microphone standsqty 6
Speaker standsqty 2
DI boxesqty 4
Monitor speakersqty 3
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 6
Extension cordsqty 10
Power stripsqty 10
Laptop for music
Audio cablesqty 4

Lighting

LED spotlightsqty 8
Light standsqty 2
Mood lightingqty 6
Spare batteriesqty 24

Decorations

Backdrop cloth
Buntingqty 6
Balloonsqty 100
Balloon pumpqty 2
Decorative tapeqty 4
Directional signsqty 8
Program standsqty 4

Tableware

Reusable cupsqty 150
Platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 80
Coffee cupsqty 80
Serving spoonsqty 12
Small bowlsqty 20
Serving plattersqty 12
Thermos flasksqty 6

Catering

Coolersqty 6
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 2
Serving plattersqty 12
Serving traysqty 8
Ice packsqty 20
Drink cratesqty 10
Coffee filtersqty 100
Groceries
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Apple juice - 18 cartons
- Multivitamin juice - 12 cartons
- Iced tea - 18 bottles
- Lemonade syrup - 4 bottles
- Coffee - 8 packs
- Tea - 4 boxes
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 20 bags
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 6 kilos
- Mandarins - 6 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 8 bags
- Popcorn - 10 bags
- Mini pretzels - 8 packs
- Rice cakes - 6 packs
- Mini carrots - 5 kilos
- Cucumbers - 10 pieces
- Cherry tomatoes - 5 kilo
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Turkey breast - 3 kilos
- Hummus wraps - 100 pieces
- Mini rolls - 150 pieces
- Whole wheat bread - 12 loaves
- Unsalted butter - 2 kilos
- Strawberry jam - 4 jars
- Peanut butter - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Pizza slices - 150 pieces
- Vegetarian pizza slices - 60 pieces
- Mini cheese rolls - 100 pieces
- Vegetarian samosas - 80 pieces
- Cookies - 12 packs
- Brownies - 100 pieces
- Vegan muffins - 40 pieces
- Gluten-free crackers - 6 packs
- Gluten-free cookies - 6 packs
- Vegan toppings - 6 packages
- Mixed nuts - 4 kilos
- Herb salt - 2 jars
- Pepper - 2 jars
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Coffee stirrers - 300 pieces
- Sugar packets - 300 pieces
- Storage containers - 30 pieces
- Disposable gloves - 200 pieces
- Trash bags - 60 pieces
- Large trash bags - 30 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 12 packs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Aluminum foilqty 2
Cling filmqty 2
Cool bagsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Waste binsqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 3

Safety

Fire extinguishersqty 2
Cable matsqty 12
Bollardsqty 8
First aid kit
Flashlightsqty 4

Registration

Name stickersqty 150
Wristbandsqty 150
Clipboardsqty 6
Ballpoint pensqty 30
Cloakroom numbersqty 150

Tips

Prepare one name badge for every performer, escort, volunteer and organiser, plus 10% extra for last-minute changes. Sort wristbands by access level before doors open so distribution takes minutes, not half an hour.
For drinks, allow two to three per person during the first hour and one per hour afterwards. Add clearly labelled options for every recorded dietary requirement, and keep a small reserve for late arrivals.
Bring at least one spare microphone cable, audio cable and extension cord for every ten cables in use. Pack spare batteries separately and test all wireless microphones before the first soundcheck.
Print the programme and route signs at least one day before the concert. Prepare around 10% more programme leaflets than registered visitors, while keeping a separate contact list for volunteers and escorts.
Reserve tables, chairs, coat racks and high tables based on the venue layout rather than the guest count alone. Leave clear cable routes and place cable reels, power strips and decorative tape where the technical team can reach them quickly.

Frequently asked questions

What equipment do I need for a youth concert?: At minimum, confirm the number of active speakers, microphones, stands, mixer channels and monitor speakers required by the performers. For every sound setup, allow time to test XLR and jack cables, DI boxes, power strips and extension cords before doors open.
How much food and drink should I buy for a youth concert?: Plan two to three drinks per person for the first hour, then one drink per hour after that. Order food according to confirmed registrations and dietary requirements, with about 10% extra portions if attendance is not final.
How many programme leaflets and name badges should I print?: Print roughly 10% more programme leaflets than the number of registered visitors. Make one name badge for each performer, escort, volunteer and organiser, plus 10% extra for corrections or late additions.
When should I buy supplies for a youth concert?: Order catering and reserve furniture and technical equipment as soon as registrations and artist requirements are known, preferably at least two weeks before the concert. Buy consumables, print materials and spare batteries no later than one day before setup.

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