What you need for a chamber music concert

A chamber music concert needs more than chairs and music stands. You will also need a reliable way to serve water, coffee and drinks, guide visitors through the venue, and keep the room usable for musicians and guests. Plan quantities from your expected audience, then add a small buffer for breakage and last-minute arrivals. Check power, lighting and serving equipment before shopping day, not when the first instrument arrives.

Organize this event for free with Lizzt

What to bring

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

Furniture

Chairsqty 76
Catering tablesqty 4
Entrance table
Coat racksqty 2
Clothes hangersqty 80

Equipment

Music standsqty 6
Music stand lightsqty 6
Extension cordsqty 3
Power stripsqty 6

Lighting

LED work lightsqty 4

Tableware

Water glassesqty 80
Wine glassesqty 70
Coffee cupsqty 60
Platesqty 80
Forksqty 80
Teaspoonsqty 60
Serving traysqty 6
Water carafesqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Small bowlsqty 12
Serving utensilsqty 8
Bottle openersqty 3

Decorations

Tableclothsqty 7
Flower arrangementsqty 6
Directional signsqty 6
Program standsqty 3

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop headsqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12
Glovesqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 liter
- Grape juice - 3 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- White wine - 8 bottles
- Alcohol-free white wine - 3 bottles
- Beer - 24 bottles
- Baguettes - 8 pieces
- Butter - 500 grams
- Young cheese - 1,5 kilo
- Brie - 1 kilo
- Hummus - 1 kilo
- Olives - 1 kilo
- Grapes - 3 kilos
- Apples - 40 pieces
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Gluten-free crackers - 4 packs
- Mixed nuts - 1 kilo
- Paper napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Paper towels - 4 packs

Tips

Count one chair per registered guest, musician and essential helper, then keep 5–10 extra chairs available. Set up the entrance table and coat racks before doors open so late arrivals do not block the room.
Provide at least one water glass per seated guest and musician, plus 10% extra. Use water carafes rather than individual bottles when possible, and place fresh water where musicians can reach it without crossing the performance area.
For an interval reception, allow two wine glasses per guest if you will collect and wash them, or one glass per guest if service is limited. Buy or borrow at least two bottle openers and put them at separate serving points.
Check every music stand and stand light 24 hours before the concert. Test extension cords and power strips with the lights connected, and keep LED work lights available for setup without leaving bright room lighting on during the performance.
Print programs and directional signs at least one day ahead, then prepare 5–10% more programs than the confirmed visitor list. Put waste bins near catering and coat areas, and keep a broom and dustpan accessible for broken glass or spills.

Frequently asked questions

How many chairs do I need for a chamber music concert?: Plan one chair for every registered visitor, musician and helper, then add 5–10% spare chairs. For 80 registered guests and 4 musicians, that means at least 93 chairs if you want a 10% buffer.
How many glasses should I buy for a chamber music concert?: For water, provide one glass per guest and musician plus 10% extra. For wine, plan one glass per person for a single serving, or two per person if glasses will not be collected during the interval.
What should I check before the concert venue opens?: Check music stands, stand lights, extension cords, power strips, water, programs and serving equipment at least 24 hours beforehand. On the day, allow 60–90 minutes for room setup, lighting tests and instrument reception.
How many printed programs do I need?: Print one program for each expected visitor and add 5–10% spare copies. If 80 people are registered, prepare 84–88 programs so late registrations and damaged copies do not leave anyone without one.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.