What you need for a brass band concert

Use this shopping list to prepare the room, musicians, sound setup and audience areas for a brass band concert. Plan quantities from your confirmed musician and visitor lists rather than guessing, especially for chairs, music stands, programs and refreshments. The technical setup also needs more than speakers: microphones, stands, cables, power distribution and spare batteries should be ready before the band arrives. Check every borrowed or rented item at least one week before the concert.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 160
Tablesqty 12
Tableclothsqty 12
Clothes racksqty 2
Music standsqty 45
Conductor's lectern
Stoolsqty 4

Equipment

Audio mixer
Speakersqty 2
Microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Music stand lightsqty 12
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4
Cable traysqty 6
Cable tiesqty 100
Spare batteriesqty 24
Walkie-talkiesqty 4

Lighting

LED work lightsqty 4
Mood lightingqty 4

Decorations

Entrance sign
Program standsqty 3
Flower arrangementsqty 4
Name badgesqty 50
Pensqty 20

Tableware

Coffee cupsqty 100
Glassesqty 180
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Kettlesqty 3
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving tongsqty 6
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 200 bags
- Sugar - 2 kilos
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Party nuts - 3 bags
- Baguettes - 12 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Ham - 1 kilo
- Hummus - 6 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 50 pieces
- Mini quiches - 180 pieces
- Mini spring rolls - 180 pieces
- Vegetarian snacks - 100 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Hand sanitizer - 4 bottles

Tips

Count chairs from the latest visitor list and add 5–10% spare seating. Keep a few chairs unassigned for late arrivals, musicians’ guests or accessibility needs.
Provide one music stand per musician, plus 2–3 spares, and one stand light for each stand if the concert uses dim lighting. Add a conductor’s lectern and any stools required by the band.
Allow at least 2 spare microphone cables, 2 spare batteries per wireless microphone, and several extension cords and power strips. Use cable trays, ties and gaffer tape before the audience enters.
Prepare programs for every registered visitor plus 10% extra. Put them in program stands at the entrance, alongside the entrance sign, name badges and pens if registration continues on arrival.
For a seated reception or interval, count one plate, glass and coffee cup per expected guest, then add 10% spare tableware. Order tablecloths, tables and clothes racks early because they are often hired from the same supplier as the chairs.

Frequently asked questions

How many chairs do I need for a brass band concert?: Start with one chair per registered visitor and add 5–10% spare chairs. If the musician seating is not included in the audience layout, count those chairs separately from the confirmed musician list.
How many music stands are needed for a brass band?: Plan one music stand per musician, then add 2–3 spare stands for replacements or shared parts. Confirm the exact number after the musician list and repertoire are final.
How many concert programs should I print?: Print one program per expected visitor plus 10% extra. For 120 registered visitors, prepare about 132 programs so late additions and damaged copies do not leave people without one.
When should I arrange sound equipment for the concert?: Reserve the mixer, speakers, microphones, microphone stands, DI boxes and cables at least 2–4 weeks before the concert. Check the full setup and power requirements during the technical plan, no later than one week before the event.

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.