What to Buy for a Brass Band Concert

A brass band concert needs more than chairs and music stands. Plan drinks for the audience and musicians, serving equipment for catering, and the cables, lights and batteries that keep the performance running. This shopping list also covers practical items people often remember too late, such as cable mats, coat racks, water jugs and spare microphone batteries. Adjust quantities to your final registration and seating numbers before shopping.

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What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 10
Coat racksqty 2
Stoolsqty 8

Equipment

Music standsqty 35
Conductor's podium
Lectern lampsqty 12
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Work lightsqty 3
Microphone set
Microphone standsqty 2
Mixer
Active speakersqty 2
DI boxesqty 2
Spare batteriesqty 12

Tableware

Coffee cupsqty 120
Glassesqty 160
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Coffee potsqty 5
Water jugsqty 8

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 16
Serving tongsqty 8

Decorations

Tableclothsqty 10
Flower arrangementsqty 6
Stage backdropsqty 2
Program standsqty 4
Directional signsqty 8
Name badgesqty 40

Lighting

Atmosphere lightsqty 8
LED candlesqty 24

Cleaning

Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Safety

First aid kit
Flashlightsqty 3

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 10 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 72 cans
- Alcohol-free beer - 24 cans
- White wine - 8 bottles
- Red wine - 4 bottles
- Snack mix - 8 bags
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Salty sticks - 4 bags
- Mixed nuts - 3 bags
- Cheese cubes - 3 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Hummus - 8 tubs
- Baguettes - 12 pieces
- Butter - 3 packs
- Mini Sandwiches - 160 pieces
- Vegetarian sandwiches - 40 pieces
- Vegan sandwiches - 20 pieces
- Gluten-free crackers - 3 packs
- Vegan spread - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 4 jars
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Stir sticks - 250 pieces
- Teaspoons - 200 pieces
- Ice cubes - 20 kilograms
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 36 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Disinfectant wipes - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
Coolers with lidqty 4
Drink dispensersqty 4
Waste binsqty 8
Cash box
Payment terminal
Cloakroom numbersqty 200
Wristbandsqty 150
Table signsqty 20
Wine openersqty 4
Bottle openersqty 4
Thermal glovesqty 4

Office

Printed programsqty 150
Admission ticketsqty 150
Reservation cardsqty 50
Pensqty 12
Notepadsqty 6
Tapeqty 6
Scissorsqty 4
Marker pensqty 8
Clipboardsqty 6
Wrist calculatorsqty 2

Transport

Transport cartsqty 3
Ratchet strapsqty 8
Protective blanketsqty 12
Storage cratesqty 12

Tools

Hand trucksqty 2
Allen key setsqty 2
Screwdriver setsqty 2
Tape measuresqty 2
Cable tiesqty 100

Tips

Plan at least 2 drinks per guest for the first hour, then 1 additional drink per person for each following hour. Keep extra water available for musicians and presenters.
Allow 1 plate, fork, knife and glass per planned guest, plus about 10% extra for replacements and volunteers. Count coffee cups separately if coffee is served after the concert.
Check the technical setup during the site visit, not on concert day. Match the number of microphones, stands, DI boxes, power strips and extension cords to the stage layout, and keep spare batteries ready.
Provide 1 chair per reserved seat and add a small buffer for late changes. Arrange coat racks before doors open, especially if the concert takes place during colder weather.
Prepare snacks and catering in sections so serving trays, small bowls, cutting boards and kitchen knives are available where they are needed. Chill drinks several hours before guests arrive and fill water jugs just before service.

Frequently asked questions

How many drinks do I need for a brass band concert?: Budget 2 drinks per guest for the first hour and 1 more per person for every extra hour. Add separate water for the musicians and presenters, plus around 10% extra for unexpected demand.
How much tableware is needed for a concert reception?: Start with 1 plate, glass, cutlery set and coffee cup per expected guest, then add 10% extra. Include serving trays, coffee pots and water jugs; these are often forgotten when only guest place settings are counted.
When should I buy and chill drinks for the concert?: Buy non-perishables and drinks several days beforehand where possible, then chill them at least 4 hours before doors open. Keep a final supply of room-temperature drinks available if cooler space is limited.
What technical supplies should I bring to a brass band concert?: Bring the planned microphone set, microphone stands, mixer, active speakers, DI boxes, music stands and conductor’s podium, plus extension cords, power strips and cable mats. Pack spare batteries and test every item at least 1 day before the concert.

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