What you need for a chamber music concert

A chamber music concert needs more than chairs and music stands. Plan the audience setup, musician equipment, printed programs, and a small reception so the evening runs smoothly from arrival to encore. This shopping list covers serving items, coffee and drinks equipment, lighting, and practical extras such as coat check tags. Check what the venue already provides before buying anything, especially tables, power strips, extension cords, and catering supplies.

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What to bring

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

Furniture

Chairsqty 80
Tablesqty 6
Stools for musiciansqty 4
Coat racksqty 2

Tableware

Coffee cupsqty 80
Water glassesqty 80
Wine glassesqty 80
Dessert platesqty 80
Coffee spoonsqty 80
Serving plattersqty 8

Equipment

Music standsqty 4
Music stand lightsqty 4
Extension cordsqty 4
Power stripsqty 3
Portable microphone

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving tongsqty 6
Corkscrewsqty 2

Decorations

Tableclothsqty 6
Flower arrangementsqty 4
Candlesqty 24
Candle holdersqty 8
Coat check tagsqty 100

Lighting

Atmosphere lightsqty 6
LED lightsqty 8

Print materials

Program cardsqty 90
Name badgesqty 10
Pensqty 10

Cleaning

Bucketsqty 2
Mopsqty 2
Hand broomsqty 2

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 2 liter
- Lemons - 6 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- White wine - 8 bottles
- Red wine - 4 bottles
- Non-alcoholic beer - 24 bottles
- Olives - 3 jars
- Mixed nuts - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Cheese biscuits - 4 packs
- Salted crackers - 4 packs
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 2 kilos
- Strawberries - 2 kilos
- Mini quiches - 80 pieces
- Cheese puffs - 60 pieces
- Napkins - 200 pieces
- Coffee filters - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Trash bags - 2 rolls
- Sponges - 6 pieces

Tips

Count one chair per registered guest, then add 5–10% extra for late confirmations or unexpected guests. Set aside stools for the musicians and coat racks near the entrance.
Allow one music stand and one stand light per musician, plus at least two extension cords and one power strip for the lighting setup. Test every connection before guests arrive.
For the reception, prepare one coffee cup, water glass, and dessert plate per guest, with 10% extra. Keep wine glasses separate if wine is being served, and have serving platters and tongs ready before the concert ends.
Plan two to three drinks per person for the first hour of the reception, then chill them early enough to be cold when the audience arrives. Bring coolers or use the venue refrigerator if available.
Print one program card per registered guest plus 10% spare copies, and prepare name badges or coat check tags before opening the venue. These small items are easy to forget and difficult to replace at the last minute.

Frequently asked questions

What do I need to buy for a chamber music concert?: You need audience seating, musician stools, music stands and stand lights, programs, serving items, coffee and tea equipment, drinks, reception supplies, and basic lighting. Check the venue inventory at least 7 days before the concert so you only buy missing items.
How many chairs should I prepare for a chamber music concert?: Prepare one chair per registered guest and add 5–10% extra. For 80 guests, that means 84–88 chairs, plus stools for the musicians and space for coat racks.
How many programs should I print for a chamber music concert?: Print one program per registered guest and 10% extra. For 80 guests, print about 88 programs, and finish printing at least 2 days before the event.
How much coffee and how many drinks do I need after the concert?: Plan roughly one cup of coffee or tea per guest, with 10% extra, and two to three drinks per person for the first reception hour. Chill bottled drinks several hours in advance and prepare the hot drinks shortly before doors open.

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