What to buy for a choir festival

A choir festival needs more than stage equipment. You also need enough cups, water glasses, plates and serving items for breaks, plus clear signs and practical supplies for performers and volunteers. Check the number of choirs, singers and visitors before buying anything, then add a small reserve for late registrations and breakage. This list helps you prepare catering, backstage areas, the stage and visitor information without leaving essentials until the last day.

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What to bring

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

Furniture

Stage sectionsqty 6
Foldable tablesqty 10
Chairsqty 180
Buffet tablesqty 4
Coat racksqty 3
Changing room chairsqty 30

Tableware

Coffee cupsqty 180
Water glassesqty 180
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 180
Serving spoonsqty 12

Equipment

Mixer
Active speakersqty 2
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 6
Spare batteriesqty 16
Music standsqty 12
Coolersqty 6
Thermos flasksqty 8

Decorations

Festival Flagsqty 20
Balloonsqty 100
Tableclothsqty 14
Stage drapesqty 4
Directional signsqty 10
Program boardsqty 4
Name badgesqty 40

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Battery lanternsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 12
Storage binsqty 12
Cold thermometersqty 2

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Toilet brushesqty 3
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon juice - 2 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 4 bottles
- Ice cubes - 12 bags
- Lemonade syrup - 3 bottles
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Grapes - 5 kilograms
- Mandarins - 5 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty breadsticks - 6 bags
- Mixed nuts - 3 kilogram
- Olives - 2 kilograms
- Cheese cubes - 5 kilogram
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 3 kilograms
- Herb butter - 2 kilograms
- Baguettes - 25 pieces
- Mini baked bread rolls - 250 pieces
- Whole grain bread - 8 loaves
- Mini sandwiches - 250 pieces
- Wraps - 100 pieces
- Chicken breast slices - 3 kilograms
- Cooked ham - 3 kilograms
- Smoked salmon - 2 kilogram
- Young mature cheese - 4 kilograms
- Egg salad - 3 kilograms
- Tuna salad - 2 kilograms
- Vegan vegetable spread - 3 kilogram
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Pesto - 4 jars
- Pepper - 1 can
- Salt - 1 tin
- Paprika powder - 1 can
- Olive oil - 2 bottles
- Butter - 2 kilograms
- Eggs - 30 pieces
- Herb cheese - 2 kilograms
- Mini pastries - 250 pieces
- Apple pies - 8 pieces
- Vegan muffins - 60 pcs
- Gluten-free cookies - 6 packs
- Cookies - 12 packs
- Chocolate - 3 kilograms
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Cocktail picks - 500 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Toilet cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Cleaning cloths - 24 pieces
- Latex gloves - 2 boxes

Tips

Plan drinks separately for performers, volunteers and visitors. Chill bottled drinks or fill coolers before the venue opens, and keep thermos flasks available for hot coffee and tea throughout the programme.
Count tableware against your registration total, not just the expected audience. Buy or borrow at least 10% extra coffee cups, water glasses, plates, pastry forks and teaspoons so one busy break does not stop service.
Check the technical setup with every participating choir at least one week before the festival. Confirm the number of wireless microphones, microphone stands, DI boxes, music stands and extension cords needed for the performances.
Prepare the stage and audience areas before the first choir arrives. Allow enough stage sections, chairs and foldable tables for the published programme, and keep spare batteries and power strips with the technical equipment.
Make visitor information visible from the entrance onwards. Put up directional signs, programme boards and festival flags before doors open, and prepare name badges and changing-room chairs for performers and volunteers.

Frequently asked questions

What do I need to buy for a choir festival?: Plan supplies in five groups: catering and tableware, stage and sound equipment, furniture, signs and decorations, and performer materials. The exact quantity depends on your registered singers, choirs, volunteers and visitors, so use the final registration count and add 10% spare tableware.
How many cups and glasses do I need for a choir festival?: Count at least one coffee cup and one water glass per expected person per service round, then add 10% extra. For a festival with 200 people, that means at least 220 coffee cups and 220 water glasses for one planned round.
When should I check the choir festival equipment?: Check microphones, mixer, active speakers, DI boxes, stands, cables and power strips at least one week before the event. Test everything again on the day before doors open, including spare batteries and the stage layout.
What should I prepare for choir performers?: Prepare changing-room chairs, music stands, name badges, drinking water and clear programme information for every participating choir. Finalise the performer count and dietary requirements no later than one week before the festival so catering and backstage supplies can be adjusted.

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