What to buy for a brass band concert

A brass band concert needs more than chairs and music stands. Plan supplies for the audience, performers, conductor and serving area, including drinks, tableware, power accessories and basic setup materials. Buy disposable or consumable items early, then check borrowed equipment and venue stock before shopping. This list helps you cover the details that are often left until the day itself, such as spare batteries, extension leads, coat hangers and enough cups for the interval.

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What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Dressing room racksqty 2
Coat racksqty 3
Coat hangersqty 120
Stage sectionsqty 6

Equipment

Music standsqty 35
Conductor's lectern
Metronome
Microphoneqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 3
Spare batteriesqty 12

Tableware

Glassesqty 120
Coffee cupsqty 50
Platesqty 50
Platesqty 100
Forksqty 100
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Scissorsqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Flower arrangementsqty 6
Welcome sign
Program boardsqty 3

Lighting

LED lightsqty 8
String lightsqty 4
Extension cordsqty 3

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 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
- Ice cubes - 10 kilos
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Snacks - 4 bags
- Mixed nuts - 3 bags
- Olives - 4 jars
- Cheese cubes - 3 kilo
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Hummus - 8 tubs
- Baguettes - 12 pieces
- Cream cheese - 6 tubs
- Unsalted butter - 2 packs
- Gluten-free crackers - 4 packs
- Vegan toppings - 6 packages
- Cookies - 8 packs
- Apple pie - 6 pies
- Vegan pastries - 3 packs
- Gluten-free pastries - 2 packs
- Coffee filters - 2 packs
- Stir sticks - 250 pieces
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 3 packs
- Sponges - 1 pack

Tips

Plan two to three drinks per audience member for the first hour, then add extra water for the band and crew. Keep cold drinks in coolers and use thermos flasks for coffee or tea during the interval.
Count chairs, glasses, coffee cups, plates and forks against your confirmed visitor list, then add around 10% spare tableware. Duplicate entries are easy to miss when preparing plates or other serving items.
Pack one extension cord and one power strip for each separate powered area, plus gaffer tape to secure cables across walkways. Keep spare batteries with the microphone and test the microphone, mixer and stands before doors open.
Allow at least two coat hangers per performer using the dressing room, and place coat racks near the entrance rather than beside the orchestra setup. This avoids coats ending up on chairs reserved for visitors or musicians.
Prepare a small service kit with scissors, cutting boards, bread knives and serving trays before catering arrives. Set out napkin holders, glasses and plates at least 30 minutes before the audience is admitted.

Frequently asked questions

What do I need to buy for a brass band concert?: Plan drinks, coffee supplies, glasses, cups, plates, forks and napkins for the audience, plus setup items such as gaffer tape, extension cords, power strips and spare batteries. You may also need serving trays, cutting boards and bread knives for refreshments.
How many drinks should I buy for a brass band concert?: Budget two to three drinks per person for the first hour, including water and other refreshments. Add a separate supply for performers and crew, especially if the hall is warm or the concert includes a long rehearsal.
How much tableware do I need for a concert reception?: Buy one plate, fork and glass per expected guest, then add about 10% spare. For 80 guests, that means roughly 88 plates, 88 forks and 88 glasses, with extra coffee cups if coffee is served.
When should I buy supplies for a brass band concert?: Buy non-perishable supplies, tableware and cable accessories at least 3 to 5 days before the concert. Purchase chilled drinks and fresh catering on the day or one day before, depending on storage space and the supplier’s delivery window.

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