What you need for a choir festival

A choir festival needs more than chairs and microphones. You also need a clear check-in point, enough tableware for the full audience and performers, reliable stage and sound equipment, and practical supplies for changing rooms and refreshments. Use the 59-item shopping list alongside your floor plan and running order. Check quantities against the number of choirs, singers, volunteers and expected visitors before buying or borrowing anything.

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What to bring

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

Furniture

Chairsqty 240
Foldable tablesqty 12
Buffet tablesqty 4
Information desk
Coat racksqty 4
Clothes hangersqty 240
Choir stage sectionsqty 12
Dressing room racksqty 6

Tableware

Coffee cupsqty 240
Glassesqty 240
Platesqty 240
Pastry forksqty 240
Coffee spoonsqty 240
Serving utensilsqty 24
Carafesqty 24
Thermos flasksqty 10

Equipment

Vocal microphonesqty 8
Microphone standsqty 8
Mixer
Speakersqty 2
Monitor speakersqty 2
Amplifier
Audio cablesqty 16
Extension cordsqty 12
Power stripsqty 8
Laptop
USB stickqty 2
Piano
Music standsqty 80
Conductor podiumsqty 8
Cable matsqty 12

Decorations

Festival bannerqty 2
Stage drapesqty 4
Flower arrangementsqty 8
Table runnersqty 12
Name badgesqty 30
Name badge holdersqty 30
Directional signsqty 12
Program standsqty 6

Lighting

LED spotlightsqty 6
String lightsqty 6
Battery lanternsqty 10
Spare batteriesqty 40

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Cutting boardsqty 6
Knivesqty 12
Serving plattersqty 24
Bread knivesqty 4
Ice packsqty 24

Cleaning

Waste binsqty 8
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chocolate milk - 8 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Ginger beer - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Lemons - 3 kilos
- Ice cubes - 15 kilos
- White par-baked rolls - 20 pieces
- Wholegrain bake-off bread - 20 pieces
- Mini croissants - 120 pieces
- Unsalted butter - 3 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 2 kilo
- Strawberry jam - 2 kilos
- Peanut butter - 2 kilo
- Cucumbers - 4 kilos
- Tomatoes - 5 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Arugula - 1 kilo
- Grapes - 8 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 6 kilos
- Cherry tomatoes - 3 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Mini rice cakes - 6 packs
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Brownies - 120 pieces
- Apple pie - 80 pieces
- Vegan muffins - 40 pieces
- Gluten-free cookies - 6 packs
- Butter cookies - 8 packs
- Vegan cookies - 6 packs
- Whipped cream - 2 liters
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Pesto sauce - 1 kilo
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Salt - 1 kilo
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Napkins - 1500 pieces
- Paper tablecloths - 12 pieces
- Coffee filters - 3 packs
- Stirrers - 500 pieces
- Wooden cocktail sticks - 500 pieces
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Baking paper - 2 rolls
- Storage containers - 30 pieces
- Diet labels - 100 pieces
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- All-purpose cleaner - 4 bottles
- Dish soap - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces

Tips

Plan seating, buffet tables and choir stage sections from the floor plan, not from an estimate. Allow space for aisles, music stands, conductor podiums and performers moving on and off stage.
Count coffee cups, glasses, plates, pastry forks and coffee spoons for every serving round, then add a 10–15% buffer. Shared tableware runs out quickly when several choirs take refreshments at the same time.
Treat the sound system as one complete setup: vocal microphones need stands, audio cables, a mixer, speakers, monitor speakers, an amplifier and enough extension cords and power strips. Test every connection at least one day before the festival.
Keep the information desk separate from the buffet and label it clearly. Put the laptop, USB stick, name badges and printed programme there so registration and last-minute programme changes do not interrupt performances.
Do not leave dressing-room supplies until the final week. Arrange dressing room racks, clothes hangers and coat racks at least 3–5 days before the event, and confirm that every choir has a place to store coats and change safely.

Frequently asked questions

What tableware do I need for a choir festival?: Prepare coffee cups, glasses, plates, pastry forks, coffee spoons, serving utensils, carafes and thermos flasks. Count one complete place setting per person per serving round and add 10–15% extra for breakage and unexpected guests.
How many microphones are needed for a choir festival?: The number depends on the programme, but plan one vocal microphone for each solo or speaking position used at the same time. Confirm the final microphone count with the host and musical accompaniment no later than 7 days before the festival.
What equipment is needed for choir performances?: A practical setup includes vocal microphones, microphone stands, a mixer, speakers, monitor speakers, an amplifier, audio cables, extension cords and power strips. Also prepare a laptop and USB stick for music files, plus a piano, music stands and conductor podiums where required.
When should I check the choir festival shopping list?: Do the first stock check 2–3 weeks before the festival, once the number of choirs and performers is confirmed. Complete a final check 1–2 days before opening, including batteries or power needs, tableware, signage and all sound connections.

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