What you need for a cathedral concert

A cathedral concert needs more than instruments and printed music. You will need seating, a clear reception point, suitable sound equipment, safe cable management, and enough light for performers to read their music. Refreshments also require the right serving items, especially if coffee or tea is offered after the concert. Use this list alongside your venue checks so missing batteries, extension leads, music stand lights, or accessibility details do not cause last-minute problems.

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What to bring

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

Furniture

Folding chairsqty 160
Foldable tablesqty 8
Reception desk
Stoolsqty 6
Clothes racksqty 2
Bollardsqty 8

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Monitor speaker
DI boxqty 2
Music standsqty 18
Conductor's lectern
Desk clip-on lightsqty 18
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
AA batteriesqty 24
AAA batteriesqty 24

Lighting

LED spotlightsqty 6
Light standsqty 3
LED candlesqty 24

Tableware

Water glassesqty 180
Coffee cupsqty 160
Tea glassesqty 40
Pastry platesqty 160
Coffee spoonsqty 160
Serving tongsqty 8
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 12
Measuring cupsqty 3

Decorations

Fabric table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Program standsqty 4
Chalkboardsqty 4
Paper tapeqty 6
Cable tiesqty 100

Cleaning

Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries
- Coffee beans - 3 kilo
- Decaf coffee - 500 grams
- Black tea - 120 bags
- Herbal tea - 60 tea bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Still water - 60 bottles
- Sparkling water - 40 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger beer - 8 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Baguettes - 20 pieces
- Mini croissants - 200 pieces
- Mini chocolate croissants - 120 pieces
- Unsalted butter - 2 kilos
- Strawberry jam - 4 jars
- Honey - 2 jars
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 5 kilos
- Apples - 80 pieces
- Pears - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted crackers - 8 packs
- Mixed nuts - 3 kilo
- Olives - 2 kilos
- Seedless grapes - 3 kilos
- Gluten-free crackers - 6 packs
- Vegan spread - 2 kilos
- Gluten-free mini rolls - 40 pieces
- Vegan mini croissants - 40 pieces
- Vegan cookies - 6 packs
- Paper napkins - 500 pieces
- Coffee filters - 100 pieces
- Stirrers - 300 pieces
- Ice cubes - 15 kilos
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 60 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Residual waste bags - 40 pieces
- Glass waste bags - 20 pieces
- Paper waste bags - 20 pieces
- Toilet freshener - 6
- Cleaning spray - 4 bottles
- Toilet cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Rubber gloves - 8 pairs
- Labels - 200 pieces
- Food containers - 30 pieces

Tips

Bring at least one spare set of AA and AAA batteries for microphones, lights, and other battery-powered equipment. Test every battery-operated item before the audience arrives, rather than discovering a problem during the performance.
Plan cable routes before placing chairs and tables. Use extension cords, power strips, and cable mats together so walkways, entrances, and escape routes remain clear throughout the concert.
Allow enough music stands, a conductor’s lectern, and clip-on desk lights for the full ensemble. Check the cathedral’s lighting conditions during rehearsal, because daylight and evening conditions can differ substantially.
Set up the reception desk, name badges, route signs, and printed programmes in one clearly visible area. Prepare the desk before doors open so ticket checks and audience questions do not block the entrance.
For post-concert refreshments, count water glasses, coffee cups, tea glasses, pastry plates, spoons, serving tongs, and carafes by expected attendance, then add a small reserve of about 10 percent.

Frequently asked questions

What equipment do I need for a cathedral concert?: Typical requirements include microphones, stands, a mixer, speakers, a monitor speaker, a DI box, music stands, a conductor’s lectern, and clip-on lights. Confirm the exact setup during a rehearsal or sound check at least one day before the concert.
How many chairs should I prepare for a cathedral concert?: Prepare one chair for each seated audience member plus around 10 percent extra if the venue allows it. Keep accessible spaces available rather than filling every row, and confirm the final seating layout with the cathedral before setup.
How much coffee and tea equipment is needed for a concert?: For a reception, provide at least one cup or glass per expected guest, plus about 10 percent spare. Match the number of pastry plates, spoons, serving tongs, and carafes to the guest count and set them out before the audience leaves the nave.
When should I check power and lighting for a cathedral concert?: Check power sockets, extension-cord lengths, cable routes, and lighting during the venue visit or rehearsal, preferably at least 24 hours before the concert. Test all microphones, speakers, LED spotlights, and desk lights again before doors open.

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