What to buy for a classical concert

A classical concert needs more than instruments and chairs. This shopping list covers the practical items that keep performers comfortable, the audience seated, and the technical setup working from soundcheck through the final applause. Check quantities against your confirmed audience size and the number of musicians before you shop. Pay particular attention to small items such as batteries, cable covers, music-stand lights, hangers, and serving pieces, because these are easy to overlook and difficult to replace once the venue is open.

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What to bring

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

Furniture

Chairsqty 120
Bistro tablesqty 8
Reception deskqty 2
Dressing room racksqty 2
Clothes hangersqty 30

Equipment

Digital piano
Piano stool
Microphonesqty 3
Microphone standsqty 3
Mixer
Speakersqty 2
Speaker standsqty 2
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12
Music standsqty 12
Desk lampsqty 12
Music stand clampsqty 12
Instrument tablesqty 2

Lighting

LED spotlightsqty 6
Light standsqty 3
Cable dimmersqty 2
Emergency lightsqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 120
Platesqty 120
Cake platesqty 120
Teaspoonsqty 120
Serving utensilsqty 12
Serving plattersqty 12
Water jugsqty 12
Thermos flasksqty 8

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Green tea - 1 box
- Sugar - 2 kilograms
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Alcohol-free sparkling wine - 12 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Mineral water for musicians - 24 bottles
- Coffee creamer cups - 200 pieces
- Stir sticks - 200 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Arugula - 500 grams
- Bell peppers - 8 pieces
- Whole wheat bread - 12 loaves
- White baguettes - 12 pieces
- Gluten-free bread - 3 loaves
- Mini croissants - 120 pieces
- Mini muffins - 120 pieces
- Butter cookies - 4 kilograms
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted Nuts - 2 kilograms
- Raisins - 1 kilogram
- Olives - 2 kilograms
- Grapes - 5 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Mandarins - 60 pieces
- Strawberries - 3 kilograms
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Olive oil - 1 liter
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Spice mix - 2 jars
- Ice cubes - 10 kilograms
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 40 pieces
- Dishwasher tablets - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant spray - 2 bottles
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Paper towels - 8 packs

Decorations

Tableclothsqty 10
Flower arrangementsqty 8
Welcome sign
Program standsqty 4
Directional signsqty 6
Name badgesqty 30
Ticketsqty 120
Programsqty 130
Pen setsqty 6
Table numbersqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Spongesqty 8
Rubber glovesqty 8
Hand broomqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice spoonsqty 4
Bread knivesqty 4
Cutting boardsqty 4
Storage binsqty 12
Serving tongsqty 8
Bottle openersqty 4
Corkscrewsqty 4
Waste binsqty 6
Ice packsqty 16

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6
Cable traysqty 8
Flashlightsqty 4

Transport

Transport cartsqty 2
Storage cratesqty 12
Protective blanketsqty 8
Ratchet strapsqty 8

Tips

Count chairs against the confirmed seating capacity, then add a small reserve if the venue allows it. Also check that you have enough reception and bistro tables for tickets, programmes, refreshments, and sign-in materials.
Allow at least one music stand and one music-stand light for every player who needs printed music. Buy or pack spare batteries and several music-stand clamps before the musicians arrive.
Match microphones, stands, speakers, and the mixing desk to the programme and room. Bring extension leads, power strips, gaffer tape, and spare batteries; test every cable and battery during setup rather than waiting for soundcheck.
Plan serving quantities from the guest count: provide one water glass per expected guest plus a reserve, and enough coffee cups, saucers, teaspoons, and cake plates for the planned refreshment round. Serving cutlery is easy to miss when catering arrives separately.
Prepare the performer area as well as the audience area. Kleedkamerrekken and hangers are needed for coats and concert clothing, while instrument tables, a piano stool, and a digital piano should be checked for size, power, and placement before delivery day.

Frequently asked questions

What equipment do I need for a small classical concert?: For a small concert, start with the confirmed programme and room layout: seating, music stands, stand lights, microphones if required, speakers, a mixing desk, and the necessary cables. Allow at least one stand and light per musician using sheet music, plus spare batteries and gaffer tape.
How many chairs should I buy for a classical concert?: Use the final ticket or registration capacity as your base number and match the venue’s approved layout. Keep a small reserve where possible, but do not exceed the checked seating capacity or block aisles, exits, or technical access.
How many glasses and coffee cups do I need for a concert?: Plan one water glass per expected guest, with extra glasses for performers and staff. For a single refreshment round, use one coffee cup, saucer, teaspoon, and cake plate per guest who will be served, plus a reserve of roughly 10 percent.
When should I buy concert equipment and serving supplies?: Order hired or specialist equipment as soon as the venue, programme, and technical requirements are confirmed. Finish buying disposable or replacement items at least 2 to 3 days before the concert, then check the complete list again when materials are brought to the venue.

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