What to buy for a choir festival

A choir festival needs more than microphones and a stage. Plan supplies for performers waiting between sets, volunteers moving equipment, audience seating and the catering area. This shopping list includes stage sections, sound equipment, dressing-room supplies, serving items and power accessories. Check quantities against your number of choirs, singers, volunteers and expected visitors before ordering. Do the main shopping after registrations close and dietary requirements have been collected, then stock refrigerators and sort printed materials before arrival day.

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What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Tablesqty 12
Chairsqty 280
Dressing room racksqty 4
Clothes hangersqty 80
Party tentsqty 3
Folding counter
Changing room screensqty 4

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 3
Laptop
Presentation screen
Walkie-talkiesqty 6
Charging stationsqty 2
Handheld megaphone

Tableware

Coffee cupsqty 120
Glassesqty 300
Platesqty 300
Forksqty 300
Knivesqty 300
Spoonsqty 200
Serving plattersqty 20
Serving traysqty 8
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 10

Kitchen

Cutting boardsqty 4
Chef’s knivesqty 4
Bread knivesqty 4
Measuring cupsqty 2
Storage binsqty 12
Coolersqty 6
Ice packsqty 24
Thermos flasksqty 8
Serving traysqty 8

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpsqty 2
Tableclothsqty 12
Stage backdrop
Name badgesqty 120
Tapeqty 6
Cable tiesqty 100
Chalkboardsqty 4
Chalk markersqty 8

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 24

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Bucketsqty 4
Cleaning clothsqty 24
Waste binsqty 10
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Tea bags - 250 pieces
- Herbal tea - 100 bags
- Hot chocolate - 6 liters
- Semi-skimmed milk - 20 liters
- Oat milk - 8 liters
- Coffee creamer - 12 cups
- Granulated sugar - 3 kilos
- Sugar substitutes - 500 pieces
- Cola - 24 liters
- Cola Zero - 24 liters
- Soda - 18 liters
- Iced tea - 18 liter
- Spa Blue - 120 liters
- Spa Rood - 36 liters
- Apple juice - 18 liters
- Orange juice - 18 liters
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- Bubbles for the final - 12 bottles
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Mini croissants - 150 pieces
- Mini chocolate croissants - 100 pieces
- Apple pastry - 80 pieces
- Unsalted butter - 2 kilos
- Jam - 4 jars
- Chocolate sprinkles - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Multigrain bread - 8 loaves
- Mini bread rolls - 250 pieces
- Young cheese - 5 kilos
- Aged cheese - 4 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Egg salad - 3 kilos
- Chicken salad - 3 kilo
- Vegetarian spreads - 3 kilos
- Cucumbers - 5 kilos
- Tomatoes - 6 kilos
- Lettuce - 20 heads
- Peppers - 4 kilos
- Arugula - 1 kilo
- Grapes - 8 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Mandarins - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 kilo
- Olives - 3 kg
- Rice cakes - 8 packs
- Gluten-free sandwich rolls - 30 pieces
- Vegan rolls - 40 pieces
- Vegan spread - 2 kilos
- Gluten-free cookies - 6 packs
- Butter cookies - 10 packs
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 jars
- Napkins - 1500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Liquid dish soap - 4 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 6 refills
- Hand sanitizer - 6 bottles
- 60 liter trash bags - 100 pieces
- Trash bags 120 liters - 40 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Matches - 4 boxes
- Bottle openers - 6 pieces
- Labels - 200 pieces
- Highlighters - 12 pieces
- Printer paper - 500 sheets
- Ink cartridges - 2 sets

Tips

Plan one chair for every expected audience member and singer who will not be on stage, then add a small reserve for late arrivals or waiting performers.
For the catering area, count coffee cups, glasses, plates, forks, knives and spoons by person and meal. Add at least 10% extra so volunteers are not washing tableware during the performances.
Buy or arrange cable reels, extension cords and power strips before the sound equipment arrives. Test every connection with the mixer, speakers, wireless microphones and DI boxes at least one day ahead.
Provide dressing-room racks, clothes hangers and changing-room screens before the first choir arrives. A separate changing area prevents bags and coats from being left beside the stage.
Set aside walkie-talkies and charging stations for the volunteer team, and keep the handheld megaphone available for outdoor directions or an unexpected crowd movement. Charge everything overnight before the festival.

Frequently asked questions

What should I buy for a choir festival?: Plan stage sections, stage steps, chairs, tables, dressing-room racks, hangers, screens, sound equipment, power accessories and catering tableware. The exact quantities depend on the number of choirs, singers, volunteers and visitors.
How many drinks do I need for a choir festival?: For the first hour, allow two to three drinks per person, then one drink per person for each additional hour. Add extra water for singers and volunteers, especially if several choirs perform in succession.
When should I order choir festival catering?: Place the catering order after registrations close and dietary requirements have been collected, normally at least 7 days before the festival. Confirm the final choir attendance and headcount again 2 to 3 days before serving.
How much extra tableware should I buy?: Count one cup, glass, plate and set of cutlery per person for each planned serving. Add 10% to 15% extra, because choir members, volunteers and visitors often return for another drink or need replacements.

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