What you need for an anniversary orchestra concert

An anniversary orchestra concert needs more than instruments and chairs. This shopping list covers the practical items that are easy to overlook: spare music, stand lighting, microphones, power distribution, reception supplies and drinks. Plan quantities from your confirmed audience, orchestra and soloist numbers rather than buying by guesswork. Order printed programs, technical equipment and catering supplies early, then keep a small reserve for last-minute registrations and damaged materials.

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What to bring

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

Furniture

Audience chairsqty 150
Foldable tablesqty 12
Buffet tablesqty 4
Reception tablesqty 6
Stage sectionsqty 12
Conductor's lectern
Coat racksqty 4
Waste binsqty 8

Music

Music standsqty 70
Lectern lampsqty 35
Sheet music foldersqty 70
Spare sheet musicqty 10
Piano stool
Instrument standsqty 8

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Monitor speakersqty 2
DI boxesqty 3
Audio cablesqty 12
Extension cordsqty 10
Power stripsqty 8
Gaffer tapeqty 6
Laptop

Lighting

Stage spotlightsqty 6
Light standsqty 3
Mood lightingqty 8
Emergency lightingqty 4

Tableware

Water glassesqty 180
Wine glassesqty 150
Coffee cupsqty 150
Platesqty 150
Dessert platesqty 180
Pastry forksqty 180
Serving spoonsqty 12
Coffee spoonsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Cutting boardsqty 4

Decorations

Anniversary bannerqty 2
Flower arrangementsqty 8
Tableclothsqty 16
Chair coversqty 20
Program standsqty 4
Balloon bundlesqty 6
Name badgesqty 180

Cleaning

Cleaning glovesqty 6
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Trash bag holdersqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 6

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilos
- Sweetener - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- Pilsner - 96 bottles
- Dry white wine - 18 bottles
- Rosé wine - 12 bottles
- Red wine - 12 bottles
- Prosecco - 12 bottles
- Lemons - 3 kilos
- Limes - 2 kilos
- Ice cubes - 20 kilo
- Mini quiches - 180 pieces
- Mini sausage rolls - 180 pieces
- Vegetarian mini snacks - 120 pieces
- Vegan mini snacks - 60 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Mixed snacks - 5 bags
- Mixed nuts - 3 kilo
- Olives - 3 kg
- Grapes - 5 kilos
- Apples - 5 kilo
- Mandarins - 4 kilo
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 3 kilos
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Herb butter - 10 tubs
- Brie - 3 kilo
- Young cheese - 4 kilos
- Luncheon meat - 2 kilos
- Smoked chicken breast - 2 kilo
- Sandwiches - 180 pieces
- Baguettes - 20 pieces
- Gluten-free rolls - 20 pieces
- Vegan sandwiches - 20 pieces
- Mini sandwiches - 180 pieces
- Butter - 1 kilo
- Mayonnaise - 3 bottles
- Mustard - 3 bottles
- Ketchup - 3 bottles
- Balsamic dressing - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Sugar packets - 300 pieces
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cardboard snack trays - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand gel - 6 bottles

Tips

Plan one audience chair per confirmed registration, plus 5–10% extra for late confirmations or seating changes. Check that aisles and access routes remain clear before adding spare rows.
Prepare at least one spare copy of every orchestral part and keep the music in labeled folders. For a large ensemble, collect and check these several days before the concert rather than on the event day.
For a reception, calculate about 2–3 drinks per guest during the first hour, then 1 drink per person per hour. Include water and enough glasses for the full audience, orchestra and volunteers—not just registered guests.
Count microphones, stands, cables, DI boxes and speakers from the technical floor plan before ordering or collecting equipment. Add roughly 10% spare cable length and secure floor cables with gaffer tape before doors open.
Allow at least 4–6 weeks for invitations, registrations, dietary requirements, catering and printed programs. Buy disposable or reusable serving supplies only after the final catering quantities are checked.

Frequently asked questions

What should I buy for an anniversary orchestra concert?: Plan for audience seating, reception and buffet tables, coat racks, waste bins, music stands, folders and spare sheet music. You will also typically need microphones, speakers, a mixer, cables, lighting, water glasses and printed programs.
How many drinks do I need for an orchestra concert reception?: Budget 2–3 drinks per guest for the first hour and about 1 drink per person for each additional hour. Add water for the audience, orchestra and volunteers, and keep a small reserve for late arrivals.
How many spare chairs should I get for a concert?: Use one chair for each confirmed guest and add 5–10% extra. For 100 registrations, that means preparing 105–110 chairs, provided the room still has safe aisles and access routes.
When should I order concert programs and technical equipment?: Order printed materials at least 2–3 weeks before the concert and confirm rented or borrowed technical equipment 1–2 weeks in advance. Check every item against the floor plan several days before the event.

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