What You Need for a Big Band Concert

A big band concert needs more than instruments and chairs. Plan purchases and rentals for the stage, music stands, microphones, sound system, reception area and refreshments for musicians and guests. Check quantities against the final band lineup, venue capacity and program before ordering. Water, power accessories, lighting for sheet music and cable-management supplies are easy to overlook and can cause delays on concert day.

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What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 12
Reception table
Clothes racksqty 2
Stage sectionsqty 12
Musician chairsqty 25
Conductor's lectern

Equipment

Music standsqty 25
Microphonesqty 6
Microphone standsqty 6
Mixer
Amplifiersqty 2
Speakersqty 2
Monitor speakersqty 2
DI boxesqty 4
Audio cablesqty 12
Cable reelsqty 6
Power stripsqty 10
Gaffer tapeqty 4
Music stand lightsqty 12
Laptop

Instruments

Drum kit
Piano stool
Guitar amplifier
Bass amplifier

Tableware

Water glassesqty 200
Wine glassesqty 160
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 16

Decorations

Tableclothsqty 12
Stage drapesqty 4
Welcome sign
Program standsqty 4

Lighting

LED stage lampsqty 8
Mood lightingqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 2 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Cheese cubes - 3 kilograms
- Grapes - 4 kilograms
- Apples - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 2 kilograms
- Baguettes - 12 pieces
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Butter - 1 kilogram
- Jam - 3 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Stir sticks - 250 pieces
- Cocktail picks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Cleaning spray - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Bandages - 2 boxes

Tips

Count musician chairs and music stands from the confirmed lineup, then add at least 2 spare stands for last-minute changes or damaged equipment. Include a conductor’s lectern and a piano stool if the program requires them.
Allow one microphone stand and the necessary cable for every planned microphone, then keep spare audio cables and gaffer tape on hand. Test the mixer, amplifiers, speakers, monitors and DI boxes together before the concert.
Provide water glasses for every musician and volunteer during rehearsals and the concert. Order coffee cups, plates and cutlery according to the catering headcount, plus a small buffer for crew and replacements.
Do not leave music stand lights and power strips until the final week. Confirm that cable reels, extension leads and power points reach every section of the stage without creating walkways hazards.
Prepare the reception area as a separate setup: a reception table, seating or reserved-seat materials, clothes racks if needed, and enough tableware for the confirmed catering numbers. Check dietary requirements before placing the food order.

Frequently asked questions

How many music stands do I need for a big band concert?: Plan one stand per musician who reads sheet music, based on the final lineup. Add 2 extra stands so a late change or broken stand does not disrupt the rehearsal or concert.
How much water should I buy for the musicians?: Allow at least 0.5 litres of water per musician for the concert, and more if rehearsals take place on the same day. Provide a glass or bottle at each playing position and refill before the performance.
How many microphones are needed for a big band concert?: The number depends on the sound plan, but count every vocal, instrument and announcement microphone separately. Finalise the microphone list at least 1 week before the concert so stands, cables, DI boxes and mixer inputs can be checked together.
When should I buy or reserve big band concert equipment?: Reserve specialist equipment such as speakers, monitors, microphones, amplifiers and stage sections as soon as the venue and technical requirements are confirmed. Complete the physical equipment check 1 to 2 days before the concert, then test the full setup during the final rehearsal.

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