What you need for an anniversary choir concert

An anniversary choir concert needs more than chairs and sheet music. Plan refreshments for the welcome, interval and finish, then match cups, glasses, plates and serving pieces to your guest count. Check the sound system, microphones, stands and power supplies early, especially if the venue does not provide them. Decorations such as balloons, ribbon and an anniversary banner can be bought close to the event, while printed programmes, name badges and catering supplies need a firm deadline.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 120
Reception tablesqty 4
Buffet tablesqty 6
Dressing room tablesqty 3
Changing room chairsqty 30
Coat racksqty 4
Stoolsqty 4

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 140
Pastry forksqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Pouring jugsqty 10
Thermos flasksqty 10

Equipment

Sound system
Microphonesqty 8
Microphone standsqty 8
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 6
Music standsqty 30
Piano stool
Metronome

Lighting

Stage lightsqty 6
Atmosphere lightsqty 8

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Anniversary banner
Flower arrangementsqty 6
Tableclothsqty 10
Photo framesqty 8
Memory book

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Measuring cupsqty 3
Corkscrewsqty 3
Ice cube traysqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2.5 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 60 tea bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 8 bottles
- Beer crates - 4 crates
- Ice cubes - 12 kilograms
- Coffee creamer - 6 tubs
- Butter - 1 kilogram
- Baguettes - 20 pieces
- Mini pistolets - 120 pieces
- Whole grain bread - 8 loaves
- Currant buns - 40 pieces
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 1.5 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Roast beef - 1 kilogram
- Hummus - 1.5 kilograms
- Egg salad - 1,5 kilogram
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Bell peppers - 3 kilograms
- Arugula - 6 bags
- Pickles - 4 jars
- Mustard - 3 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Pesto - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 100 grams
- Garlic powder - 100 grams
- Mixed herbs - 100 gram
- Cherry tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Pears - 30 pieces
- Bananas - 20 pieces
- Mandarins - 40 pieces
- Mixed nuts - 2 kilograms
- Raisins - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Olives - 4 jars
- Snack mix - 4 bags
- Mini quiches - 120 pieces
- Cheese bites - 120 pieces
- Mini spring rolls - 120 pieces
- Vegetarian samosas - 80 pieces
- Gluten-free crackers - 4 packs
- Vegan sandwiches - 20 pieces
- Whipped cream - 2 liters
- Anniversary cake - 2 cakes
- Petit fours - 120 pieces
- Cookies - 8 packs
- Brownies - 60
- Paper napkins - 400 pieces
- Cocktail sticks - 300 pieces
- Straws - 150 pieces
- Coffee filters - 3 packs
- Tea filters - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 60 pieces
- Pedal bin liners - 40 pieces
- Toilet paper - 48 rolls
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sanitary cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Rubber gloves - 12 pairs

Tips

Buy or reserve tableware for the full guest list, plus about 10% extra: cups, glasses, plates, pastry forks and cutlery are easily used more than once during a concert reception.
Plan drinks in service periods rather than one total amount. Allow two to three drinks per person for the first hour, then about one drink per person per hour, with extra coffee cups and thermos flasks if refreshments follow the concert.
Check every audio item at least 7 days before the concert. Test the microphones, mixer, speakers, microphone stands, extension cords and power strips together in the actual room.
Order fresh catering for collection on the day, but buy shelf-stable items 3 to 5 days beforehand. Keep separate quantities for dietary requirements instead of relying on a last-minute substitute.
Prepare printed programmes, room layouts and name badges at least 2 days before the concert. Buy or collect balloons, ribbon and the anniversary banner early enough to replace damaged items before setup.

Frequently asked questions

How many glasses and cups do I need for an anniversary choir concert?: Start with one glass and one coffee cup per guest, then add around 10% spare. For 100 guests, that means at least 110 glasses and 110 cups if both drinks are served during the event.
How much food and drink should I buy for a choir concert reception?: For drinks, allow two to three per person during the first hour and about one per person for each additional hour. For food, use the confirmed guest list and add roughly 10% for late additions or larger portions.
When should I reserve the sound equipment for the concert?: Reserve the sound system, microphones, mixer, speakers and stands at least 2 to 4 weeks in advance. Complete a full equipment test 7 days before the concert so missing cables or power supplies can still be replaced.
When should I buy decorations and print the concert programmes?: Buy balloons, ribbon and the anniversary banner 3 to 7 days before the event. Print programmes, room layouts and name badges no later than 2 days beforehand, after the guest list and programme are final.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.