What to Buy for a Choir Festival

A choir festival needs more than stage equipment. You also need a clear way to welcome choirs, serve drinks and snacks, support singers backstage and keep cables and signage safe. Use the event plan’s 62-item supply list alongside your confirmed choir numbers and programme. Buy disposable essentials early, check technical quantities with each choir, and leave time to chill drinks and prepare refreshments before doors open.

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What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 10
Chairsqty 180
Dressing room racksqty 4
Clothes hangersqty 80
Information desk
Bar stoolsqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 6
Microphone standsqty 6
Microphone coversqty 6
Music laptop
DI boxqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
AA batteriesqty 24
AAA batteriesqty 12

Lighting

LED lightsqty 8
String lightsqty 6
Light standsqty 4
Cable matsqty 10

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Coolersqty 6
Ice containersqty 4
Food warmersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Serving plattersqty 16
Serving jugsqty 8
Thermos flasksqty 8
Bottle openersqty 4
Ice packsqty 24

Decorations

Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Program boardsqty 4
Name badgesqty 80
Badge holdersqty 80
Directional signsqty 12
Cocktail table coversqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Toilet brushesqty 3
Hand soap dispensersqty 4
Waste binsqty 10

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 2 liters
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Tonic - 4 bottles
- Ginger beer - 4 bottles
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Grape juice - 6 bottles
- Ice cubes - 15 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini rolls - 180 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Chicken breast slices - 1.5 kilos
- Ham - 1,5 kilo
- Egg salad - 1.5 kilos
- Cucumber - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 1 kilo
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Cherry tomatoes - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 5 bags
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Olives - 2 kilos
- Pickles - 3 jars
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 2 jars
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Herb butter - 1 kilo
- Banana cake - 4 pieces
- Apple pie - 4 pieces
- Mini muffins - 180 pieces
- Cookies - 8 packs
- Vegan cookies - 4 packs
- Napkins - 600 pieces
- Paper towels - 8 rolls
- Toilet paper - 36 rolls
- Liquid hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Trash bags - 80 pcs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Diet labels - 3 rolls
- Paper straws - 250 pieces

Tips

Plan drinks by attendance: allow 2–3 drinks per person for the first hour, then about 1 drink per person per hour. Include coffee cups, tea glasses and reusable drinking glasses rather than relying on one type of cup.
Buy snacks only after collecting dietary requirements. Set aside clearly labelled options for each confirmed requirement, and prepare at least one serving per attendee plus a small buffer.
Check the microphone and power list at least 7 days before the festival. Count wireless microphones, stands, batteries, extension cords and power strips against the technical requirements from every choir.
Bring more cable protection than you think you need: measure the walking routes and cover every cable crossing with cable mats or gaffer tape. Keep spare AA and AAA batteries with the sound desk, not in a distant storage room.
Do not leave backstage supplies until the morning of the event. Arrange dressing room racks, clothes hangers, name badges and information-desk materials at least 1 day beforehand so setup time is reserved for the stage and sound check.

Frequently asked questions

What drinks should I buy for a choir festival?: Allow 2–3 drinks per person for the first hour and about 1 drink per person per hour after that. Buy coffee, tea and water according to the confirmed attendance, then chill the drinks on the day before or early on the event day.
How many microphones do I need for a choir festival?: There is no reliable fixed number: use each choir’s confirmed technical requirements and the stage layout. Check the final microphone count, stands, covers and spare AA or AAA batteries at least 7 days before the festival.
When should I buy choir festival snacks?: Collect dietary requirements before shopping and buy the snacks 1–2 days before the festival. Prepare them on the event day, with labelled portions and a small extra buffer for late registrations or volunteers.
What should I bring to protect cables at a choir festival?: Bring cable mats for every route that crosses a walkway and gaffer tape for smaller cable runs. Measure the venue during setup and keep spare tape available at the sound desk; do not wait until doors open to secure cables.

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