What you need for a choir concert

A choir concert needs more than chairs and sheet music. Your shopping list must cover the audience area, choir and soloist setup, refreshments, sound equipment, lighting and the technical rehearsal. Plan quantities from the expected audience and the number of singers, rather than buying at random. This guide highlights the supplies that are easy to overlook, including cable protection, spare batteries, water service and practical backstage items.

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What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Stage sectionsqty 6
Clothes racksqty 2
High tablesqty 4

Tableware

Coffee cupsqty 60
Glassesqty 120
Platesqty 100
Pastry forksqty 100
Coffee spoonsqty 60
Serving traysqty 8
Water carafesqty 8

Equipment

Digital piano
Piano bench
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Monitor speaker
DI box
XLR cablesqty 6
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 12
Music standsqty 30
Conductor's lectern
Metronome
Batteriesqty 12

Lighting

LED spotlightsqty 6
Light standsqty 2
Atmosphere lightsqty 8

Decorations

Stage drapesqty 4
Flower arrangementsqty 4
Welcome sign
Directional signsqty 6
Name badgesqty 35
Tableclothsqty 8

Catering

Thermos flasksqty 8
Water coolersqty 4
Coolersqty 4
Serving tongsqty 8
Small bowlsqty 16
Coffee machinesqty 2
Kettlesqty 2
Menu Boardqty 2
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemon - 6 pieces
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Sparkling wine for toasts - 6 bottles
- Alcohol-free bubbles - 3 bottles
- Apples - 4 kilograms
- Grapes - 3 kilograms
- Bananas - 2 kilograms
- Mini cucumbers - 3 packs
- Cherry tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 3 bags
- Salted breadsticks - 3 bags
- Mixed nuts - 2 bags
- Raisins - 2 bags
- Mini raisin buns - 80 pieces
- Mini croissants - 60 pieces
- Butter - 500 grams
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Hummus - 4 tubs
- Jam - 2 jars
- Honey - 1 jar
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Olives - 2 jars
- Pickles - 2 jars
- Mini quiches - 80 pieces
- Vegetarian mini spring rolls - 80 pieces
- Gluten-free crackers - 3 packs
- Vegan wraps - 3 packs
- Allergen stickers - 1 sheet
- Napkins - 200 pieces
- Paper cups - 100 pieces
- Stirrers - 150 pieces
- Sugar cubes - 1 box
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfecting wipes - 3 packs
- Sponges - 6 pieces
- Disposable gloves - 2 boxes

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Measuring cupsqty 2
Washing-up tubsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broomqty 2
Dustpan and brushqty 2
Vacuum cleaner
Microfiber clothsqty 12
Cleaning glovesqty 4

Administration

Cash box
Cash box
Payment terminal
Clipboardsqty 4
Ballpoint pensqty 12
Admission ticketsqty 120
Wristbandsqty 120
Program cardsqty 120

Safety

First aid kit
Flashlightsqty 3
Fire extinguisherqty 2
Marking tapeqty 4

Tips

Plan at least one chair per expected audience member, plus a small reserve if the venue allows it. Count stage sections and music stands separately for every choir row, soloist and accompanist.
For coffee and refreshments, prepare one cup, glass, plate, pastry fork and spoon per guest, with roughly 10% extra. Buy or order food only after registrations and dietary requirements have been checked.
Match every microphone to a microphone stand and keep one spare XLR cable available. Test the digital piano, DI box, mixer, speakers and monitor speaker during the technical rehearsal, not just on concert day.
Protect every cable crossing a walkway with cable mats, and bring extension cords, power strips and spare batteries. A missing connection or dead battery can delay the soundcheck by 15 minutes or more.
Prepare water in several carafes for the choir and presenters, and provide a clear place for coats using clothing racks. Set these out before doors open so volunteers are not moving furniture during seating.

Frequently asked questions

What should I buy for a choir concert reception?: Plan one coffee cup, glass, plate, pastry fork and coffee spoon per expected guest, plus about 10% extra. Include serving trays and water carafes, and confirm dietary requirements before placing the food order.
How many chairs do I need for a choir concert?: Provide one chair for each expected audience member and count separate seating for the choir, soloists and musicians. Add around 5% spare audience chairs when storage and room layout permit.
What sound equipment is needed for a choir concert?: The setup may include microphones, microphone stands, a mixer, speakers, a monitor speaker, a DI box, XLR cables and power distribution. Check the full signal chain at least one technical rehearsal before the concert.
When should I buy choir concert supplies?: Order printed materials and non-perishable supplies at least 1–2 weeks before the concert. Confirm the final food quantities and any missing technical equipment 2–3 days before the event.

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