What to buy for a choir concert

A choir concert needs more than chairs and sheet music. Plan the audience welcome, the refreshment table, printed programs and the equipment needed to connect and test microphones safely. This shopping list covers practical supplies such as coffee cups, glasses, serving items, extension cords, cable mats and work lights. Check quantities against your expected audience and choir size, then finish the shopping at least one day before the concert so setup is not delayed.

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What to bring

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

Furniture

Chairsqty 120
Tablesqty 8
Coat racksqty 2
Stoolsqty 4
Lectern

Music

Music standsqty 30
Sheet music foldersqty 30

Equipment

Active speakersqty 2
Mixer
Singing microphonesqty 4
Microphone standsqty 4
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 4
Cable matsqty 6

Lighting

LED work lightsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Pastry platesqty 100
Cutlery setsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving plattersqty 8
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Welcome sign
Wayfinding signsqty 6

Office

Programsqty 130
Registration listqty 3
Pensqty 12
Clipboardsqty 4
Name stickersqty 40

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning clothsqty 12
Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Granulated sugar - 1 kilo
- Sweetener - 1 box
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 6 pieces
- Stirrers - 150 pieces
- Paper napkins - 250 pieces
- Butter - 500 grams
- Apple pie - 4 pies
- Lemon cake - 3 cakes
- Chocolate cookies - 4 packs
- Whole grain cookies - 4 packs
- Gluten-free cookies - 2 packs
- Vegan cookies - 2 packs
- Grapes - 3 kilos
- Apples - 3 kilos
- Coffee filters - 1 pack
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Rinse aid - 1 bottle
- Paper towels - 6 packs

Tips

Count one coffee cup, glass and pastry plate per expected guest, then add 10% extra for breakage, spills and late arrivals. Buy enough cutlery sets for the full audience if refreshments are served at the same time.
Allow two to three drinks per person for the first hour of the reception, then adjust for the concert length. Use thermos flasks for coffee and kettles as backup rather than relying on a single coffee machine.
Prepare one printed program for every registered guest, plus 10% extra. Keep the spare copies with the welcome team so they can cover last-minute registrations or damaged programs.
Check every audio connection before shopping day: microphones need stands, audio cables, a mixer, active speakers, extension cords and power strips. Add cable mats wherever cables cross a walking route.
Do not leave signs and lighting until the final hour. Bring a welcome sign, wayfinding signs and LED work lights, and check that emergency exits remain visible after chairs, tables and equipment are in place.

Frequently asked questions

How many programs do I need for a choir concert?: Print one program per expected guest and add 10% extra. For 100 guests, prepare 110 copies so late registrations and damaged copies do not leave anyone without one.
How much coffee and tea should I buy for a choir concert?: Plan two to three drinks per person for the first hour, including coffee and tea. For 80 guests, that means 160 to 240 servings; keep hot water available in kettles or thermos flasks.
What audio equipment is needed for a choir concert?: Plan singing microphones, microphone stands, audio cables, a mixer and active speakers, plus extension cords and power strips. Test the complete setup at least 60 minutes before the audience arrives.
How early should I shop for a choir concert?: Complete the main shopping at least one day before the concert. Check perishables, coffee supplies, tableware and printed programs again on the morning of the event, ideally two to three hours before setup.

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