What to buy for a brass band concert

A brass band concert needs more than instruments and chairs. Plan the reception setup, printed programmes, drinks service, lighting and sound checks before shopping, so the final hours are not spent looking for cables or serving spoons. This list covers the practical supplies behind the concert: tables, music stands, microphones, speakers, reusable tableware, coffee equipment and simple decorations. Match quantities to your audience, performers and venue, then check everything at least two days before the concert.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Reception folding table
Catering folding tableqty 2
Coat racksqty 4
Clothes hangersqty 40

Equipment

Music standsqty 35
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 4
Gaffer tapeqty 2
Batteriesqty 12

Lighting

LED lightsqty 6
String lightsqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Decorative table runnersqty 8
Welcome sign
Program board

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 80
Cake platesqty 120
Teaspoonsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Plattersqty 8
Serving jugsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Toilet brushesqty 3

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Coffee creamer - 4 packs
- Whole milk - 4 liter
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Tonic - 3 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Prosecco - 3 bottles
- Ice cubes - 10 kilos
- Baguettes - 10 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Brie - 800 grams
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Apples - 40 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Salty sticks - 4 bags
- Mini cream puffs - 120 pieces
- Mini muffins - 120 pieces
- Gluten-free crackers - 2 packs
- Vegan spreads - 4 tubs
- Napkins - 400 pieces
- Paper cups - 100 pieces
- Stir sticks - 200 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Plan one chair per audience member, plus a few spare chairs for late arrivals or volunteers. Set up the seating before the sound check so the room layout does not change afterward.
Allow one music stand per musician, with at least two spare stands if the band is large or musicians share parts. Collect instruments and sheet music before the rehearsal or concert day.
For a reception, prepare two to three drinks per person for the first hour and add extra reusable drinking glasses, coffee cups and teaspoons rather than relying on a single set.
Count microphones, microphone stands, speakers, mixer inputs, extension cords and power strips before loading the equipment. Bring batteries and gaffer tape as well; missing small items can delay the sound check.
Set up the reception table, welcome sign and programme board before guests arrive. Chill drinks and test coffee machines and kettles at least 60 minutes before the doors open, not during the first arrivals.

Frequently asked questions

How many chairs do I need for a brass band concert?: Start with one chair for every registered guest and add 5–10% spare capacity. For 100 guests, prepare 105 to 110 chairs, unless the venue already has a fixed seating plan.
How many music stands does a brass band need?: Plan one music stand per musician, plus two spare stands for replacements or shared parts. Confirm the final musician count at least 48 hours before the concert so missing stands can be borrowed in time.
How much coffee and how many drinks should I buy for the concert?: For the first hour, allow two to three drinks per person, including water and other refreshments. For coffee, plan roughly one cup per guest who is likely to use the reception, then add 10% extra cups and teaspoons.
When should I check the sound equipment for a brass band concert?: Check microphones, speakers, mixer, cables, power strips and batteries no later than the day before. Complete the full sound test at least 60 minutes before doors open, with the musicians in their performance positions.

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