What you need for a brass band concert

A brass band concert needs more than instruments and chairs. Your shopping list also covers the entrance, refreshments, sheet music setup, sound equipment, lighting and safe cable routing. Plan drinks and tableware for the audience, performers and volunteers separately, and check what is already in stock before buying. The final equipment check should happen several days before the concert, while chilled drinks and fresh catering can be handled on the day.

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What to bring

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

Furniture

Chairsqty 110
Tablesqty 8
Folding table at entrance
Clothes racksqty 2
High tablesqty 6

Equipment

Speakersqty 2
Amplifier
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Audio cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 6
Music standsqty 40
Conductor's lectern
Music stand lightsqty 12
Metronome

Lighting

LED work lightsqty 4
Mood lightingqty 4
Spare batteriesqty 24

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Teaspoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Serving jugsqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 6
Ice packsqty 12

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Stage backdrop
Program boardsqty 4
Name badgesqty 50
Badge holdersqty 50
Table numbersqty 8

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning carts

Catering

Groceries
- Coffee - 4 packs
- Tea selection - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Beer - 5 crates
- Alcohol-free beer - 2 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Sparkling water - 6 bottles
- Ice cubes - 10 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Snack mix - 4 bags
- Olives - 4 jars
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Herb butter - 6 tubs
- Baguettes - 12 pieces
- Crackers - 8 packs
- Cheese slices - 3 kilos
- Brie - 1.5 kilos
- Young cheese - 2 kilos
- Cold cuts - 2 kilos
- Vegetarian spreads - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Coffee filters - 200 pieces
- Cocktail picks - 500 pieces
- Diet labels - 50 pieces

Tips

Allow two to three drinks per person for the first hour, then add one drink per person for each additional hour. Keep a separate supply for band members, presenters and volunteers.
Count every seat against the floor plan, then add five to ten spare chairs. The entrance also needs a folding table, name badges and clear signage, which are easy to overlook when shopping.
Match the sound list to the room before buying or collecting equipment: speakers, amplifier, mixer, microphones, stands, cables and power strips must work together. Bring at least two spare microphone batteries and enough extension cords to avoid daisy-chaining.
Provide one music stand and one music stand light for each player who needs sheet music, plus a conductor’s lectern. Test the lights and keep a working metronome available before the band arrives.
Buy or borrow cable mats for every cable crossing a walkway, and add LED work lights for setup and pack-down. These are often forgotten because they are not visible during the concert itself.

Frequently asked questions

How many drinks do I need for a brass band concert?: Plan for two to three drinks per guest during the first hour and one additional drink per guest for every extra hour. Add a separate allowance for performers and volunteers, and chill the drinks on the day of the concert.
What tableware is needed for a brass band concert?: For a coffee and pastry service, provide one cup, plate, pastry fork and teaspoon per serving, plus at least 10% spare. Count glasses separately if you are also serving cold drinks.
How many music stands and lights should I buy?: Start with one music stand per musician who reads sheet music and one light for each stand used in a dim room. Confirm the band’s seating plan before purchasing, because the required number depends on the final ensemble.
When should I check the concert equipment?: Complete a full equipment test at least 3 to 7 days before the concert, including microphones, mixer, amplifier, speakers, cables and power. Repeat a short sound and lighting check when the room is set up.

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