What to buy for a brass band concert

A brass band concert needs more than instruments and music stands. Plan refreshments for the audience and musicians, then make sure coffee service, serving ware and chilled drinks are ready before guests arrive. You will also need practical equipment for the stage and sound setup, including microphones, cables, power strips and cable mats. Use this list to shop early and check quantities against your registrations, seating plan and catering arrangements.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairs for audienceqty 120
Chairs for musiciansqty 35
Tablesqty 8
Coat racksqty 3
Foldable tablesqty 3
Table skirtsqty 3

Equipment

Music standsqty 35
Conductor’s stand
Active speakersqty 2
Mixer
Wired microphonesqty 2
Microphone standsqty 2
Speaker standsqty 2
XLR cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 6
Music stand lightsqty 10

Tableware

Coffee cupsqty 60
Drinking glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 80
Serving spoonsqty 8
Pitchersqty 6
Thermos flasksqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Storage binsqty 8
Serving plattersqty 10
Serving traysqty 6

Decorations

Concert postersqty 10
Table décorqty 8
Entrance sign
Program standsqty 4
Name badgesqty 45

Lighting

LED string lightsqty 4
Standing lampsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Waste binsqty 6
Toilet brushesqty 3
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Tonic - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Grape juice - 4 bottles
- Butter - 500 grams
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Hummus - 1 kilo
- Cream cheese - 1 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Egg salad - 1 kilo
- Chocolate sprinkles - 2 packs
- Strawberry jam - 2 jars
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Gluten-free bread - 2 loaves
- Cheese mini sandwiches - 50 pieces
- Mini deli sandwiches - 50 pieces
- Hummus mini sandwiches - 30 pieces
- Gluten-free sandwiches - 10 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice crackers - 4 packs
- Mixed nuts - 2 kilos
- Salted breadsticks - 4 packs
- Butter cookies - 6 packs
- Oatmeal cookies - 4 packs
- Gluten-free cookies - 3 packs
- Mini muffins - 100 pieces
- Lemon cake - 4 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 packs
- Hand soap - 4 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Ice cubes - 10 kilos

Tips

Allow two to three drinks per person for the first hour, then add one drink per person for each additional hour. Keep extra water available for musicians and volunteers.
For coffee service, provide one cup per expected drink plus at least 10% extra. Arrange coffee machines, kettles and thermos flasks before the doors open so the welcome team is not preparing them during the concert.
Count plates, forks, knives and spoons against your catering numbers, then add 10% spare tableware. Serving spoons and pitchers are easy to overlook when the main supplies are being collected.
Test the active speakers, mixer and wired microphones at least one day before the concert. Pack spare XLR cables, extension cords and power strips rather than discovering a missing connection during the sound check.
Bring cable mats and check every walkway from the stage to the audience area before doors open. Place music stand lights and the conductor’s stand during the stage setup, not after the musicians are seated.

Frequently asked questions

How many drinks do I need for a brass band concert?: Plan for two to three drinks per person during the first hour, including water. Add about one drink per person for every additional hour, and keep extra water available for the band and volunteers.
How much tableware should I buy for a concert reception?: Start with one plate, fork, knife and spoon per catering guest, then add 10% spare. For 100 guests, that means at least 110 of each item used once.
When should I buy drinks for a brass band concert?: Buy packaged drinks one to two weeks ahead when possible, but refrigerate them no later than the day before. Check the final registration count and dietary requirements before the last shopping trip.
What sound equipment is needed for a brass band concert?: Prepare active speakers, a mixer, wired microphones, microphone and speaker stands, XLR cables, extension cords, power strips and cable mats. Test the complete setup at least one day before the concert and again during the final sound check.

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.