What you need for a brass band concert

A brass band concert needs more than instruments and chairs. Plan drinks for musicians and guests, coffee service, serving supplies, stage equipment, power connections and practical items such as tape. This checklist helps you shop before setup day, when missing microphone stands or too few water glasses are difficult to replace. Check quantities against your audience size, musician list and programme before buying or collecting anything.

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What to bring

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

Furniture

Chairsqty 140
Tablesqty 10
Beer tablesqty 4
Clothes racksqty 2
Stage sectionsqty 12
Stoolsqty 8

Equipment

Music standsqty 45
Conductor's lectern
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Orchestra casesqty 4
Instrument tablesqty 4

Tableware

Water glassesqty 160
Coffee cupsqty 80
Platesqty 80
Cake platesqty 140
Coffee spoonsqty 100
Serving tongsqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 2
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6
Small bowlsqty 12
Pitchersqty 6

Catering

Cash register
Cash box
Payment terminal
Menu card holdersqty 6
Coffee thermal carafesqty 4
Groceries
- Coffee - 3 packs
- Tea assortment - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 3 liters
- Whipped cream - 4 cans
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Cass is - 4 bottles
- Tonic - 3 bottles
- Ginger ale - 3 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Rosé - 4 bottles
- Non-alcoholic wine - 3 bottles
- Lemons - 12 pieces
- Mint - 4 Bunches
- Ice cubes - 12 bags
- Snack mix - 6 bags
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Tortilla chips - 5 bags
- Salsa - 5 jars
- Party nuts - 5 bags
- Olives - 4 jars
- Cheese cubes - 4 kilo
- Grapes - 4 kilos
- Apples - 40 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Hummus - 8 tubs
- Baguettes - 12 pieces
- Butter - 4 packs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Vegetarian spread - 8 tubs
- Gluten-free crackers - 4 packs
- Dairy-Free Cookies - 4 packs
- Mini quiches - 120 pieces
- Puff pastry snacks - 120 pieces
- Vegetarian snacks - 80 pieces
- Gluten-free snacks - 30 pieces
- Vegan snacks - 30 pieces
- Cookies - 8 packs
- Cake - 6 pieces
- Lemon cake - 3 pieces
- Chocolate - 3 kilos
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Cocktail sticks - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Cleaning sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 6 bottles
- Hand gel - 4 bottles
- Paper towels - 8 packs
- Bandages - 2 boxes
- Disposable gloves - 2 boxes

Decorations

Tableclothsqty 10
Stage drapesqty 4
Buntingqty 8
Flower arrangementsqty 6
Program boardsqty 4
Directional signsqty 8

Lighting

LED lampsqty 8
Mood lightingqty 4
Batteriesqty 24

Cleaning

Waste binsqty 8
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 3
Toilet brushesqty 3
Soap dispensersqty 4
Hand sanitizer pumpsqty 4

Tips

Plan at least one water glass per musician, plus a small reserve for replacements. Brass players need easy access to water during rehearsals and the concert, so place glasses near the instrument tables without blocking cases.
For coffee service, allow one cup per expected drinker and keep at least 10% extra cups, plates and spoons available. Prepare two coffee machines or kettles if one unit cannot serve the audience during a short interval.
Count music stands and chairs from the final musician list, then add one spare stand and two spare chairs. The conductor also needs a separate lectern, which should not be substituted with a regular music stand.
Bring enough extension cords and power strips to reach the mixer, speakers, microphones and coffee equipment without running cables across walkways. Secure every cable crossing with gaffer tape before doors open.
Keep cold drinks in coolers or ice containers before guests arrive, and use serving trays and tongs for cake or other refreshments. Check dietary requirements before shopping so suitable portions are available at the reception.

Frequently asked questions

What drinks do I need for a brass band concert?: Plan at least one water serving per musician during the concert, plus a reserve of 10%. For a reception, estimate two drinks per guest for the first hour and chill them in coolers before doors open.
How many chairs and music stands are needed for a brass band?: Match the chair and music stand count to the confirmed musician list, then add two spare chairs and one spare music stand. Provide a separate conductor’s lectern as well.
What coffee supplies should I buy for a concert reception?: Allow one coffee cup, spoon and cake plate per expected coffee drinker, with 10% extra. Have at least two kettles or coffee machines when the interval service must be completed in 15 minutes.
What sound and power equipment is needed for a brass band concert?: Check the final setup for speakers, speaker stands, a mixer, wireless microphones and microphone stands. Bring enough extension cords, power strips and gaffer tape to reach each powered unit and secure cables before the audience enters.

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