What to buy for a brass music festival

A brass music festival needs more than instruments and a stage. You will also need drinks, coffee and tea service, snacks, sandwiches, serving equipment and a practical way to keep everything cold. Plan purchases around the number of performers, volunteers and visitors rather than the number of music groups alone. This checklist also covers easy-to-miss items such as reusable glasses, cable protection, payment terminals and extra tables for hospitality.

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What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 180
Beer tablesqty 8
Foldable tablesqty 6
Coat racksqty 3
Stoolsqty 12
Stage sectionsqty 12
Stage microphone tablesqty 2

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving traysqty 20
Serving tongsqty 12
Coffee spoonsqty 80

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Music standsqty 80
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 4
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Payment terminalsqty 2
Walkie-talkiesqty 6
Flashlightsqty 6
Dollyqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Storage binsqty 20
Cooling matsqty 12
Bottle openersqty 6
Thermos flasksqty 6

Decorations

Buntingqty 12
Festival Flagsqty 20
Tableclothsqty 16
Name badgesqty 100
Program leafletsqty 250
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Safety

First aid kitsqty 2
Barrier conesqty 12
Cable rampsqty 6
Fire extinguishersqty 4

Catering

Groceries
- Coffee - 3 kilos
- Black tea - 200 bags
- Herbal tea - 100 bags
- Cocoa powder - 1 kilo
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Cola - 18 liters
- Cola Zero - 18 liters
- Orange Soda - 12 liter
- Iced tea - 12 liters
- Sparkling mineral water - 18 liters
- Still mineral water - 30 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Lemons - 2 kilos
- Ice cubes - 20 kilo
- Bread rolls - 180 pieces
- Whole wheat buns - 80 pieces
- Baguettes - 12 pieces
- Unsalted butter - 2 kilos
- Mild aged cheese - 5 kilos
- Back ham - 4 kilos
- Filet americain - 3 kilos
- Hummus - 3 kilos
- Herb cream cheese - 2 kilos
- Lettuce - 12 heads
- Cucumbers - 12 pieces
- Tomatoes - 6 kilos
- Red onions - 2 kilos
- Pickles - 3 jars
- Mayonnaise - 2 liter
- Mustard - 1 liter
- Ketchup - 2 liters
- Pesto sauce - 1 liter
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Bar snacks - 6 kilos
- Olives - 4 jars
- Cheese cubes - 4 kilo
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Cookies - 8 packs
- Mini muffins - 180 pieces
- Apple pies - 8 pieces
- Whipped cream - 12 aerosol cans
- Vegetarian quiches - 8 pieces
- Gluten-free rolls - 20 pieces
- Vegan spread - 2 kilos
- Vegan muffins - 30 pieces
- Paper napkins - 800 pieces
- Cocktail picks - 500 pieces
- Coffee filters - 200 pieces
- Teaspoons - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Dish soap - 3 liters
- All-purpose cleaner - 3 liters
- Toilet cleaner - 2 liters
- Disinfectant spray - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Hand soap - 6 liters
- Paper towels - 12 packs
- Bandages - 4 boxes
- Disposable gloves - 4 boxes
- Cooling packs - 24 pieces

Tips

Count performers, volunteers and visitors separately before calculating food and drinks. Performers often stay for several hours, so include them in the catering total even when they are not present for the full audience programme.
For the first hour, allow two to three drinks per person, then one drink per person per hour. Buy or borrow extra reusable drinking glasses so queues do not stop when used glasses are waiting to be washed.
Set aside a separate coffee and tea station with coffee cups, coffee spoons, kettles or coffee machines, and a hot drink urn. One serving point is usually too slow once several associations arrive at the same time.
Do not leave cooling and serving equipment until the last day. Chill drinks several hours ahead, and check that coolers, serving trays, serving tongs, plates and cutlery are available before shopping starts.
Keep technical purchases separate from catering supplies. Check the number of microphones, microphone stands, music stands, speakers, extension cords, power strips and cable trays against the programme and venue layout at least one week beforehand.

Frequently asked questions

How many drinks should I buy for a brass music festival?: For the first hour, plan two to three drinks per person, followed by roughly one drink per person per hour. Add a 10% buffer for warm weather, delays and volunteers working throughout the day.
How much coffee do I need for a brass music festival?: Allow one to two cups per attendee for a short programme and up to three cups for a full-day festival. Prepare a separate quantity for performers and volunteers, who may need coffee or tea during breaks rather than only at the main service time.
When should I buy and chill drinks for the festival?: Buy non-perishable drinks and serving supplies two to three days beforehand. Chill the drinks at least four to six hours before opening, and check the coolers again on the morning of the event.
What equipment do I need for the brass music stage?: Match the equipment to the confirmed programme, then check it at least one week before the festival. Allow one music stand per player who needs sheet music, plus microphones, microphone stands, speakers, a mixer, extension cords, power strips and cable trays as required by the venue.

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