What you need for a classical concert

A classical concert needs more than instruments and chairs. Plan the audience area, stage equipment, sheet-music lighting and a simple interval service before shopping. For refreshments, estimate drinks and tableware from your guest count, then add a small buffer for late arrivals and breakage. Check cables, power strips and microphone stands early, because replacing technical items on concert day is difficult.

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What to bring

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

Furniture

Chairsqty 140
Foldable tablesqty 8
Coat racksqty 3
High tablesqty 6
Artist tablesqty 4

Equipment

Lecternsqty 35
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Music stand lightsqty 12
Piano stool

Tableware

Coffee cupsqty 140
Water glassesqty 140
Wine glassesqty 100
Pastry platesqty 140
Coffee spoonsqty 140

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Pitchersqty 8
Cake tongsqty 4

Decorations

Tableclothsqty 8
Stage drapesqty 4
Flower arrangementsqty 6
Program signsqty 4

Lighting

LED spotlightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Floor squeegeesqty 2

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Chocolate milk - 4 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Alcohol-free white wine - 6 bottles
- White wine - 8 bottles
- Red wine - 4 bottles
- Beer - 48 bottles
- Baguettes - 8 pieces
- Butter - 500 grams
- Young cheese - 1 kilogram
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 40 pieces
- Mini cheesecake tarts - 140 pieces
- Butter cookies - 4 packs
- Salted crackers - 6 packs
- Mixed nuts - 2 kilograms
- Paper napkins - 300 pieces
- Stir sticks - 200 pieces
- Ice cubes - 10 kilograms
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 2 packs

Tips

Plan at least one chair per registered guest, plus 5–10% extra if the venue allows it. Keep a clear aisle to the exits and leave space for music stands and instrument cases.
For the interval, allow about 1 coffee or tea and 1 glass of water per guest, plus 10% extra. Add wine only if it is part of the confirmed catering plan, and check glass quantities before buying drinks.
Use one music stand for each player who needs printed parts, plus a conductor’s stand. Prepare one stand light for every stand used in a dim performance space and bring spare batteries if the lights are battery-powered.
Count microphones, stands and speakers from the programme rather than guessing. Test every extension cable, power strip and connection before the musicians arrive, preferably during the rehearsal.
Set aside separate tables for refreshments and performers, and cover them before setup begins. Keep coffee makers, kettles and thermos flasks away from sheet music, cables and instrument cases.

Frequently asked questions

How many chairs do I need for a classical concert?: Start with one chair per confirmed guest and add 5–10% if the room has enough capacity. For 80 guests, that means 84 to 88 chairs, with a clear route to the exits.
How many drinks should I buy for a concert interval?: For a 20–30 minute interval, plan one hot drink and one glass of water per guest, then add about 10% extra. For 80 guests, prepare roughly 88 servings of each planned drink.
How many music stands are needed for an orchestra concert?: Count the players who read printed music and provide one stand per player unless two musicians will deliberately share. Add one conductor’s stand and check the number with the ensemble at least one week before the concert.
When should I test the sound equipment and lighting?: Test microphones, speakers, cables and stand lights during the final rehearsal, ideally 1–2 days before the performance. Repeat a quick power and connection check at least 2 hours before doors open.

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