What you need for a brass band competition

A brass band competition needs more than instruments and a stage. You will need separate furniture for performers, judges and the audience, plus reliable sound, safe cable management and supplies for registration and refreshments. This shopping list helps you check quantities before the event, especially for items that are easy to underestimate, such as chairs, microphones, power strips and coffee cups. Match the quantities to your confirmed participant and audience numbers before ordering.

Organize this event for free with Lizzt

What to bring

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

Furniture

Stage sectionsqty 6
Jury tablesqty 3
Audience tablesqty 12
Chairsqty 330
Jury folding chairsqty 6
Reception desk
Dressing room racksqty 4
Music standsqty 80
Judging table chairsqty 3

Equipment

Sound system
Mixer
Microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Stage lightingqty 4
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Laptop
Printer
Walkie-talkiesqty 6
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Handheld microphone

Tableware

Glassesqty 350
Coffee cupsqty 100
Tea glassesqty 50
Platesqty 350
Pastry forksqty 350
Serving tongsqty 8
Coffee spoonsqty 100

Kitchen

Thermos flasksqty 6
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Cooling platesqty 6

Decorations

Contest banner
Flagsqty 8
Tableclothsqty 15
Flower arrangementsqty 4
Name badgesqty 30
Bannersqty 4

Lighting

String lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning clothsqty 20
Toilet brushesqty 4

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Black tea - 1 box
- Herbal tea - 1 box
- Hot chocolate - 3 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 18 liters
- Cola Zero - 12 liters
- Orange Soda - 12 liter
- Iced tea - 12 liters
- Sparkling mineral water - 18 liters
- Still mineral water - 36 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Lemon juice - 2 bottles
- Ice cubes - 15 kilos
- Beer - 120 cans
- Alcohol-free beer - 36 cans
- Red wine - 8 bottles
- White wine - 8 bottles
- Sparkling wine - 4 bottles
- Bitter lemon - 6 liter
- Tonic water - 6 liter
- Lemonade syrup - 3 bottles
- Coffee creamers - 300 pieces
- Unsalted butter - 2 kilos
- Margarine - 1 tub
- Casino white bread - 8 loaves
- Multigrain bread - 6 loaves
- Mini bread rolls - 250 pieces
- Currant buns - 80 pieces
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Egg salad - 2 kilo
- Hummus - 1.5 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Apples - 10 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Mandarins - 6 kilos
- Mini croissants - 120 pieces
- Apple pie - 6 pieces
- Cake - 8 pieces
- Cookies - 6 kilos
- Brownies - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 5 kilo
- Salted breadsticks - 3 kilo
- Herb cream cheese - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 kilo
- Pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Napkins - 1000 pieces
- Coffee filters - 200 pieces
- Stirrers - 500 pieces
- Straws - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 150 pieces
- Dish soap - 3 bottles
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Toilet cleaner - 4 bottles
- All-purpose cleaner - 4 bottles
- Rinse aid - 2 bottles
- Sponges - 12 pieces

Tips

Count chairs in three groups: performers, judges and audience. Keep judging table chairs separate from general audience seating so the jury has a fixed place to work throughout the competition.
Plan the sound system around the room, not just the stage. Allow at least one microphone stand per microphone, and check that extension cords, power strips and cable mats cover every route across the floor.
Prepare the stage for quick changes between bands. Have enough music stands for the largest participating group, with spare stands available so a missing or damaged stand does not delay the running order.
Set aside a dedicated reception area with a desk, laptop, printer and name badges. Bring spare printer paper and ink, because match forms and last-minute documents are often printed on the day.
Calculate refreshments from the confirmed attendance rather than the number of bands alone. For each person taking coffee or tea, allow 2 cups during a half-day event, plus extra glasses, plates and pastry forks for shared refreshments.

Frequently asked questions

How many music stands do I need for a brass band competition?: Use the largest confirmed ensemble as your baseline and provide one music stand for each player who needs sheet music. Add 5 to 10 spare stands, or at least 2 if the field is small, to cover damage and last-minute changes.
How many microphones are needed for a brass band competition?: The exact number depends on the programme and venue, but plan at least 2 microphones for announcements and judging-related communication. Add one microphone stand per microphone and test the full setup before the first band arrives.
How many chairs should I prepare for the jury?: Provide one chair for every confirmed jury member, plus 1 or 2 spare chairs at the judging tables. Confirm the jury list no later than 7 days before the competition so the furniture order can be adjusted.
When should I arrange the sound system and stage equipment?: Reserve the sound system, stage sections, lighting and power equipment at least 2 to 4 weeks before the event. Schedule a room and equipment check before competition day, including microphone levels, cable routes and available power outlets.

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.