What to Buy for a Choir Festival

A choir festival needs more than stage equipment and microphones. You also need practical supplies for several choirs arriving, changing, performing, and taking breaks throughout the day. Plan tableware for the expected audience and performers, plus separate backstage seating, clothes racks, and wardrobe tables. Check technical requirements before shopping so you have the right microphones, stands, cables, DI boxes, monitors, and power distribution ready for testing.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Podium microphone standsqty 12
Tablesqty 12
Chairsqty 180
Changing room chairsqty 40
Clothes racksqty 4
Wardrobe tablesqty 2
Buffet tablesqty 4
Waste binsqty 8

Tableware

Coffee cupsqty 150
Tea glassesqty 150
Water glassesqty 200
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 150
Serving traysqty 12

Equipment

Mixer
Active speakersqty 2
Stage monitorsqty 2
Wireless microphonesqty 4
Wired microphonesqty 8
DI boxesqty 2
Microphone cablesqty 12
Audio cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Laptop
Music player
Music standsqty 20
Folding chairs for musiciansqty 40
Toolboxqty 2
Cable reelsqty 4
Spare batteriesqty 24
Gaffer tapeqty 6
Cable tiesqty 100
Plug adaptersqty 8

Lighting

Stage spotlightsqty 6
Light standsqty 2
String lightsqty 4

Decorations

Festival bannersqty 6
Announcement signsqty 6
Directional signsqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Program standsqty 6
Adhesive hooksqty 30
Ropeqty 2
Name badgesqty 120
Badge holdersqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Storage binsqty 12
Dishpanqty 2
Towelsqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea - 6 boxes
- Decaf coffee - 1 pack
- Sugar - 2 kilograms
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 bags
- Olives - 6 jars
- Grapes - 6 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilogram
- Hummus - 8 tubs
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Egg salad - 2 kilograms
- Vegan toppings - 2 kilogram
- Butter - 1 kilogram
- Jam - 4 jars
- Honey - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Baguettes - 40 pieces
- Whole wheat bread - 20 loaves
- White rolls - 120 pieces
- Wholegrain rolls - 80 pieces
- Gluten-free rolls - 20 pieces
- Currant buns - 60 pieces
- Mini quiches - 180 pieces
- Savory muffins - 120 pieces
- Mini meatballs - 180 pieces
- Vegetarian snacks - 180 pieces
- Vegan snacks - 100 pieces
- Gluten-free snacks - 60 pieces
- Mini apple turnovers - 120 pieces
- Cookies - 10 packs
- Brownies - 6 trays
- Cake - 8 pieces
- Whipped cream - 6 cans
- Herb cheese - 1 kilogram
- Herb butter - 1 kilogram
- Pepper - 1 jar
- Salt - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Wooden skewers - 500 pieces
- Coffee filters - 2 boxes
- Dish soap - 3 bottles
- Dishwasher tablets - 1 package
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Cleaning wipes - 4 packs
- All-purpose cleaner - 3 bottles

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Mop and bucket setsqty 2
Trash bag holdersqty 8
Toilet brushesqty 4
Rubber glovesqty 8
Cleaning bucketsqty 4

Office

Ballpoint pensqty 30
Clipboardsqty 8
Printer paperqty 2
Program foldersqty 10
Cloakroom numbersqty 200
Cash box

Safety

First aid kit
Flashlightsqty 4
Safety vestsqty 8
Fire extinguisherqty 2
Non-slip matsqty 6

Tips

Plan at least one chair per expected seated guest, then add separate changing-room chairs for performers who need to wait between sets. Count choir members from the confirmed participation list rather than estimating from the audience size.
Use one microphone stand for each podium microphone position in the stage layout, and keep spare microphone cables and extension cords available. Test every microphone, speaker, monitor, and DI box before the first choir arrives.
For a coffee and tea break, count one cup or glass per serving and add 10–15% extra for breakage, second servings, and late arrivals. Match plates, pastry forks, and teaspoons to the number of people you expect to serve.
Set up buffet tables before the food arrives and place waste bins where guests can reach them without crossing the performance area. Two or more clearly visible bins are easier to manage than one bin beside the catering supplies.
Prepare a dedicated music and presentation setup: charge the laptop, check the music player, and keep the run sheet accessible at the stage. Complete the final equipment check at least 60 minutes before the first performance.

Frequently asked questions

What equipment do I need for a choir festival?: You typically need a mixer, active speakers, stage monitors, wireless and wired microphones, microphone stands, DI boxes, microphone and audio cables, extension cords, and power strips. Confirm the requirements of every participating choir before buying or hiring equipment.
How much tableware do I need for a choir festival?: Count one coffee cup, tea glass, water glass, plate, pastry fork, and teaspoon per expected serving, then add 10–15% extra. For water, plan one glass per person at each break and provide additional glasses near the stage or backstage area.
How many chairs are needed for a choir festival?: Provide one chair for every audience member expected to sit, plus separate chairs for choir members in changing or waiting areas. Finalise the count after registrations close and add about 5% spare seating if the venue has room.
When should I buy or prepare choir festival supplies?: Confirm technical and catering quantities at least 7 days before the festival so missing items can still be sourced. Finish shopping and check all materials no later than the day before, then test the sound system at least 60 minutes before the programme starts.

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