What you need for a choir concert

A choir concert needs more than music and a stage. Plan the practical supplies for singers, conductor, soloists, audience seating, sound and any reception before the event week. This checklist includes equipment such as microphones, speakers, stands and cables, plus serving items for coffee, tea, wine and pastries. Quantities depend on the choir and audience size, so confirm your final numbers before buying or hiring anything.

Use this plan

What to bring

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

Furniture

Chairsqty 130
Tablesqty 8
Dressing room racksqty 4
Clothes hangersqty 150
Stage sectionsqty 6
Music standsqty 45
Conductor's lectern
Reception desk

Tableware

Water glassesqty 150
Wine glassesqty 120
Coffee cupsqty 100
Tea glassesqty 100
Pastry platesqty 130
Coffee spoonsqty 130
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Digital piano
Piano bench
Vocal microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Speaker standsqty 2
DI box
Audio cablesqty 8
XLR cablesqty 8
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Music foldersqty 45
Batteriesqty 20

Lighting

LED floodlightsqty 4
LED string lightsqty 4
Emergency lightsqty 2

Decorations

Tableclothsqty 8
Stage drapesqty 4
Flower arrangementsqty 6
Menu card holdersqty 6
Directional signsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 3
Serving tongsqty 8
Measuring cupsqty 2

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 liters
- Grape juice - 4 liters
- Alcohol-free white wine - 6 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Alcohol-free beer - 12 bottles
- Apples - 40 pieces
- Grapes - 5 kilos
- Bananas - 30 pieces
- Mandarins - 30 pieces
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 2 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty pretzels - 4 bags
- Cheese biscuits - 4 packs
- Mini cream cheese - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 2 kilos
- Olives - 2 kilos
- Mixed nuts - 1 kilo
- Grape juice - 4 liters
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Crackers - 8 packs
- Butter - 1 kilo
- Strawberry jam - 3 jars
- Chocolate sprinkles - 2 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Balsamic vinegar - 1 bottle
- Olive oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Mini quiches - 150 pieces
- Vegetarian savory snacks - 100 pieces
- Vegan savory snacks - 50 pieces
- Mini apple turnovers - 100 pieces
- Mini muffins - 100 pieces
- Small cookies - 6 packs
- Chocolate - 2 kilos
- Paper napkins - 500 pieces
- Coffee filters - 2 boxes
- Stir sticks - 250 pieces
- Cocktail picks - 250 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 8 packs
- Table runners - 8 pieces
- Labels - 2 packs
- Pens - 20 pieces
- Packing tape - 4 rolls
- Paper tape - 4 rolls
- Printer paper - 2 packs
- Name stickers - 150 pieces

Tips

Count one chair per choir member, soloist and conductor, then add audience seating separately. Keep a small reserve of 5% if the venue allows, because last-minute guests and replacement seats are common.
Allow at least one music folder per singer, plus one for the conductor and each soloist using printed music. Check the repertoire before printing so you do not buy or prepare folders for cancelled pieces.
Group audio supplies by function: vocal microphones and stands, mixer, speakers and stands, DI box, XLR and audio cables, extension cords, power strips and cable mats. Test every cable and power point at least one rehearsal before the concert.
For a post-concert reception, count one coffee cup, tea glass or wine glass per expected drinker, then add 10% spare. Buy serving platters, serving spoons, pastry plates and coffee spoons as well; these small items are often missing when the food arrives.
Reserve or hire large items early, especially stage sections, music stands, the conductor's lectern, dressing-room racks and hangers. Confirm access dimensions and delivery times at least 7 days before the concert so setup is not delayed.

Frequently asked questions

What equipment do I need for a choir concert?: Typical requirements include music stands, a conductor's lectern, vocal microphones, microphone stands, a mixer, speakers, speaker stands, a DI box and compatible audio cables. Confirm the technical list with the conductor or sound operator at least 2 weeks before the concert.
How many chairs do I need for a choir concert?: Provide one chair for every seated performer and one for the conductor if required, then add audience seating based on your registration list. Keep around 5% extra chairs where possible for late changes or damaged seats.
How many glasses and cups should I buy for a choir concert reception?: Start with one cup or glass per expected drinker and add 10% spare. For a mixed reception, separate the estimate for coffee, tea and wine rather than assuming every guest will use the same type of glass.
When should I arrange choir concert supplies?: Confirm hired furniture and technical equipment 2 to 4 weeks before the concert. Finalise quantities for programmes, refreshments and tableware 7 days ahead, after registrations and dietary requirements have been checked.

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