What to buy for a choir festival

A choir festival needs more than stage equipment and chairs. You also need practical supplies for performers, volunteers and visitors, from reusable cups and coffee cups to serving platters, name badges and waste bins. Plan refreshments around the number of registered singers and guests, then check technical and backstage supplies before shopping. Fresh produce should be bought close to the event, while cables, tape, USB sticks and other non-perishable items can be prepared earlier.

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What to bring

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

Furniture

Stage sectionsqty 8
Stage stepsqty 2
Tablesqty 12
Chairsqty 180
Changing room chairsqty 30
Clothes racksqty 4
Waste binsqty 10
Buffet tablesqty 4

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Monitor speakersqty 2
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Music standsqty 12
Laptop
USB sticksqty 3

Lighting

LED work lightsqty 4
String lightsqty 6
Cable matsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Scissorsqty 4
Measuring cupsqty 3
Ice packsqty 20

Decorations

Balloonsqty 150
Balloon ribbonqty 3
Tableclothsqty 12
Stage drapesqty 4
Decorative plantsqty 10
Photo backdrop
Buntingqty 8

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea - 6 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Coffee creamer - 4 packs
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Herb butter - 2 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Arugula - 1 kilo
- Bell peppers - 2 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Mandarins - 5 kilos
- Melons - 4 pieces
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Olives - 3 jars
- Nut mix - 3 kilo
- Rice cakes - 6 packs
- Gluten-free crackers - 4 packs
- Vegetarian wraps - 120 pieces
- Chicken breast slices - 2 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 pack
- Paprika powder - 1 jar
- Basil - 4 bunches
- Fresh mint - 3 bunches
- Sugar sachets - 500 pieces
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Paper towels - 8 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 3 bottles
- Toilet paper - 36 rolls
- Hand soap - 8 bottles
- Trash bags - 100 pieces
- Freezer bags - 2 boxes
- Bandages - 2 boxes
- Pens - 30 pieces

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include extra water for singers, who may need it between performances.
Allow one reusable cup per guest plus at least 10% spare capacity. For coffee service, provide one coffee cup per expected serving and keep a separate stack for volunteers and performers.
Count serving platters and serving tongs by buffet station rather than by event. One platter and one pair of tongs per dish prevents queues and avoids sharing utensils between dietary options.
Pack technical spares in one clearly labelled box: extension cords, power strips, gaffer tape, USB sticks and spare microphone batteries if used. Test the laptop, mixer, speakers and wireless microphones before doors open.
Do not leave backstage supplies until the final setup. Arrange changing room chairs, clothes racks, stage steps, music stands and LED work lights at least 60 minutes before the first choir arrives.

Frequently asked questions

What do I need to buy for a choir festival?: Plan refreshments, reusable cups, coffee cups, plates, forks, knives, spoons, serving platters and serving tongs. You will also need practical event supplies such as waste bins, name badges, gaffer tape, extension cords, power strips and USB sticks.
How many drinks should I buy for a choir festival?: Start with two to three drinks per person for the first hour, followed by one drink per person for every additional hour. Add at least 10% extra for volunteers, performers who stay all day and unexpected guests.
When should I buy fresh food for a choir festival?: Buy fresh produce one day before the festival, or on the morning itself for items that spoil quickly. Set up non-perishable supplies earlier so the final shopping trip is limited to fresh food and chilled drinks.
How early should I prepare choir festival equipment?: Prepare the equipment list and check cables, microphones, speakers, the mixer and the laptop at least 24 hours beforehand. On the day, complete the stage, backstage and lighting setup at least 60 minutes before the first performance.

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