What you need for a brass band concert

A brass band concert needs more than instruments and chairs. Your shopping list should cover audience catering, front-of-house service, printed programs and the technical setup for microphones and speakers. Plan quantities from your expected audience size, then add a small buffer so you are not short during the interval. Check power, lighting and payment supplies before shopping, because these are often arranged too late.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Coat racksqty 2
Stoolsqty 6

Equipment

Music standsqty 45
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Amplifier
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Duct tapeqty 4
Flashlightsqty 3

Lighting

Stage lightsqty 6
Mood lightingqty 4

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 12
Thermos flasksqty 4

Decorations

Bannersqty 4
Tableclothsqty 8
Flower arrangementsqty 6
Program standsqty 4
Directional signsqty 8

Catering

Groceries
- Coffee - 2.5 kilos
- Tea assortment - 200 bags
- Cocoa powder - 500 gram
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 4 cans
- Still mineral water - 12 bottles
- Sparkling mineral 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
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Bitter lemon - 4 bottles
- Tonic - 4 bottles
- Lemons - 12 pieces
- Ice cubes - 12 kilo
- Mineral water for musicians - 6 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salted nuts - 4 bags
- Olives - 4 jars
- Cheese crackers - 6 packs
- Toast rounds - 8 packs
- Baguettes - 10 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Herb butter - 1 kilo
- Brie - 1 kilo
- Young cheese - 2 kilos
- Grapes - 4 kilos
- Apples - 4 kilos
- Mandarins - 3 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 2 kilos
- Herb mix - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Wooden stirrers - 300 pieces
- Straws - 150 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 100 pieces
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dishwasher tablets - 40 pieces
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 3 bottles
- Paper towels - 12 packs
- Bandages - 2 boxes
- Coffee filters - 3 packs
- Food storage containers - 20 pieces
- Name stickers - 150 pieces
- Pen set - 3 sets
- Printer paper - 2 packs
- Wristbands - 150 pieces
- Receipt rolls - 4 pieces

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Chill the drinks before doors open and keep a separate supply for performers and volunteers.
For coffee and tea, prepare one hot drink per expected visitor, plus 10% extra. Provide enough cups, glasses, plates and cutlery for the interval rather than relying on one small batch.
Count one printed program booklet per registered visitor, with 5–10% extra for late arrivals and replacements. Keep the sheet music separate from audience materials and copy it before setup day.
Test every microphone, stand, mixer, speaker, amplifier and cable at least 24 hours before the concert. Bring extension cords, power strips and duct tape, and mark cable runs before visitors arrive.
Prepare the room and arrival area before the band loads in: chairs, coat racks, lighting, payment equipment and a flashlight should be ready at least 60 minutes before doors open.

Frequently asked questions

How many drinks do I need for a brass band concert?: Allow two to three drinks per person for the first hour, then one additional drink per person for each extra hour. Add 10% to your total for volunteers, performers and unexpected demand.
How many programs should I print for a brass band concert?: Print one program per expected visitor and add 5–10% extra. For 100 visitors, prepare 105 to 110 booklets so late arrivals and damaged copies are covered.
When should I test the sound equipment?: Run a complete sound check at least 24 hours before the concert, then test the setup again 60 minutes before doors open. Check microphones, cables, mixer, speakers and power connections.
What should I prepare for the interval catering?: Set out enough cups, glasses, plates and cutlery for the full audience, with 10% spare. Chill drinks and prepare coffee, kettles or hot-drink urns before doors open, not during the interval.

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