What you need for an autumn concert

An autumn concert needs more than chairs and music stands. Plan supplies for the audience arrival, the performance itself and the coffee or refreshment break afterwards. Count registered guests before buying disposable or consumable items, then add a small reserve for late arrivals and volunteers. Check technical equipment and power needs at least one week before the concert so missing cables, stands or microphones do not delay setup.

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What to bring

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

Furniture

Chairsqty 130
Foldable tablesqty 10
Buffet tablesqty 3
Entrance table
Coat racksqty 3
Stoolsqty 6
Stage sectionsqty 6
Bollardsqty 6

Tableware

Coffee cupsqty 130
Glassesqty 150
Wine glassesqty 100
Platesqty 150
Pastry platesqty 130
Forksqty 150
Cake forksqty 130
Teaspoonsqty 130
Coffee spoonsqty 130
Serving utensilsqty 12
Bowlsqty 12
Pitchersqty 8

Equipment

Music standsqty 30
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Music stand lightsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving tongsqty 6

Decorations

Tableclothsqty 12
Stage drapesqty 4
Autumn branchesqty 12
Decorative pumpkinsqty 12
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 8
Name badgesqty 40

Lighting

LED lightsqty 8
Mood lightingqty 4
Battery lanternsqty 6

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 8
Waste binsqty 8

Catering

Groceries
- Coffee - 2 kilos
- Decaf coffee - 250 grams
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 3 liters
- Coffee creamer - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Non-alcoholic wine - 3 bottles
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 4 bags
- Party nuts - 3 kilo
- Salty breadsticks - 3 packs
- Cheese biscuits - 4 packs
- Mini butter cookies - 5 packs
- Filled cookies - 40 pieces
- Apple pie - 4 pies
- Whipped cream - 6 cans
- Lemons - 12 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Celery - 4 heads
- Grapes - 3 kilos
- Apples - 40 pieces
- Bananas - 20 pieces
- Cheese slices - 2 kilos
- Brie - 1 kilo
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Crackers - 8 packs
- Rye bread - 3 packs
- Butter - 1 kilo
- Strawberry jam - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 2 kilos
- Pickles - 2 jars
- Napkins - 500 pieces
- Paper coffee filters - 2 packs
- Tea filters - 1 box
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 2 packs
- Paper hand towels - 6 packs
- Bandages - 2 boxes

Tips

Count one plate, fork and glass per guest, then add 10% extra for breakage, spills and volunteers. If wine is served, include one wine glass per expected wine drinker rather than assuming every guest needs one.
Plan two coffee cups per guest if there is a refreshment break: one for the first serving and one spare for refills or replacement. Check that the coffee machines can be connected safely without overloading one power strip.
Provide at least one music stand for each performing musician who needs sheet music, plus a conductor’s lectern. Check the music parts during the final rehearsal so you know which stands and lights are actually required.
Test every microphone, microphone stand, mixer and speaker together at least 3 days before the concert. Bring extension cords and power strips only after checking cable lengths and the venue’s available sockets.
Prepare the entrance and refreshment areas separately: allow one entrance table, coat-rack space and clear routes for guests, and set out serving utensils, bowls, pitchers and pastry plates before doors open.

Frequently asked questions

What should I buy for an autumn concert with 50 guests?: Plan at least 50 chairs, 50 plates, forks and glasses, and add 5 extra place settings. For coffee, prepare about 100 cups if guests are likely to have a refill, plus enough teaspoons, coffee spoons and serving utensils for the refreshment break.
How many coffee cups do I need for a concert?: Allow 2 cups per guest for a concert with coffee and cake. For 50 guests, that means 100 cups; add another 10 if volunteers and performers will also use the refreshment area.
When should I check the concert equipment?: Do a complete equipment check at least 3 days before the concert and test the full sound setup in the venue. Recheck cables, power strips, microphones, speakers and music stand lights during setup on the day.
How many music stands are needed for an autumn concert?: Provide one music stand for every musician who reads sheet music, plus one conductor’s lectern. Confirm the number after the final rehearsal, no later than 3 days before the concert, because ensembles often share or add parts.

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