What you need for a brass music festival

A brass music festival needs more than instruments and a stage. You will be serving drinks and catering, supporting performers with reliable sound equipment, and keeping guests comfortable during a long program. Use the planned attendance to calculate glasses, plates, cutlery and refreshments, then add practical items for cables, lighting and crowd flow. Order hired equipment early, especially the stage, sound system, tents and seating, because these are often booked before the festival date is fixed.

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What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 160
Bar stoolsqty 12
Buffet tablesqty 4
Bollardsqty 12
Coat racksqty 2

Equipment

Stage
Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 12
Cable reelsqty 6
Extension cordsqty 12
Cable matsqty 10
Music standsqty 20
Lectern lampsqty 10

Lighting

LED light setsqty 6
Light standsqty 4
String lightsqty 4
Battery lanternsqty 8

Tableware

Reusable drinking glassesqty 220
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coolersqty 6
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 6

Decorations

Festival Flagsqty 12
Bannersqty 4
Stage backdrop
Tableclothsqty 16
Program standsqty 6
Directional signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning sprayqty 6
Hand broomsqty 4
Toilet brushesqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 200 bags
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Spa Blue - 72 bottles
- Spa Red - 24 bottles
- Beer - 240 cans
- Alcohol-free beer - 48 cans
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Lemons - 3 kilogram
- Ice cubes - 20 kilograms
- Baguettes - 30 pieces
- Mini rolls - 180 pieces
- Whole wheat bread - 12 loaves
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 3 kilograms
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Baby potatoes - 12 kilograms
- Chicken skewers - 8 kilograms
- Vegetarian skewers - 4 kilogram
- Hamburgers - 180 pieces
- Veggie burgers - 40 pieces
- Burger buns - 220 pieces
- Potato salad - 12 kilograms
- Pasta salad - 12 kilograms
- Mixed salad - 10 kilograms
- Mayonnaise - 4 kilogram
- Ketchup - 4 kilograms
- Mustard - 3 kilograms
- Garlic sauce - 3 kilogram
- Barbecue sauce - 3 kilograms
- Salt - 1 kilogram
- Pepper - 500 grams
- Paprika powder - 250 gram
- Italian herbs - 250 grams
- Olive oil - 3 liters
- Vinegar - 2 liters
- Chocolate cookies - 8 packs
- Cheese sticks - 8 packs
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Salted peanuts - 5 kilograms
- Popcorn - 4 kilogram
- Whipped cream - 12 aerosol cans
- Vanilla sauce - 4 liters
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Coffee filters - 200 pieces
- Trash bags - 150 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 6 bottles
- Sponges - 20 pieces
- Cleaning cloths - 30 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as alcoholic and non-alcoholic options, and chill drinks at least one day before the festival.
Allow one plate, one cutlery set and one reusable drinking glass per guest, plus 10% extra for breakage, late arrivals and items waiting at the wash-up point. Order wine glasses and coffee cups separately if both will be served.
For every microphone, prepare a matching microphone stand and enough audio cables to reach the mixing console without crossing public walkways. Keep spare cables and extension cords on site, and cover every cable route with cable mats.
Count chairs against the registration list rather than the standing crowd. Place beer tables and foldable tables near catering and drinks, while keeping a clear route to the stage, exits and coat racks.
Do not leave lighting and weather cover until the final week. Arrange party tents, LED light sets, string lights and battery lanterns before the site inspection, and check that light stands and power leads are suitable for outdoor use.

Frequently asked questions

How many glasses do I need for a brass music festival?: Start with one reusable drinking glass per guest and add 10% extra. If wine and coffee are served, plan separate wine glasses and coffee cups for the number of guests expected to use them at the busiest point.
How much food and drink should I buy for a brass festival?: Use the confirmed registration number as your base. Budget two to three drinks per person for the first hour, then one per person per additional hour; ask for dietary requirements before placing the catering order.
When should I book the stage and sound equipment?: Book the stage, mixing console, speakers, monitors, microphones and related equipment as soon as the date and performers are confirmed, preferably several weeks before the festival. Final technical requirements should be checked before the run sheet is distributed.
What equipment is easy to forget for an outdoor brass music festival?: Cable reels, extension cords, cable mats, microphone stands and DI boxes are common omissions. Check these during the site inspection and keep spare audio cables available before performers arrive.

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