What you need for a classical concert

A classical concert needs more than chairs and music stands. Plan supplies for the audience, performers, front-of-house team, and refreshment area, then check what the venue already provides. Seating, staging, sound equipment, payment tools, and serving items are easy to overlook until setup day. Use the quantities below as a starting point and adjust them to your guest count, programme, and venue layout.

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What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Dressing room tablesqty 3
Coat racksqty 3
Clothes hangersqty 120
Stage sectionsqty 6

Equipment

Music standsqty 12
Conductor's lectern
Stage microphonesqty 2
Microphone standsqty 2
Mixer
Amplifier
Speakersqty 2
Cable reelsqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
Card machine

Tableware

Coffee cupsqty 100
Water glassesqty 100
Teaspoonsqty 100
Serving traysqty 8
Thermos flasksqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving utensilsqty 8

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Stage drapesqty 4
Program standsqty 4

Lighting

Stage lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 6
Broomqty 2
Vacuum cleaner
Mop setsqty 2

Catering

Groceries
- Coffee beans - 3 kilo
- Black tea - 6 boxes
- Herbal tea - 3 boxes
- Cocoa powder - 1 pack
- Granulated sugar - 3 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 liters
- Grape juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Non-alcoholic sparkling wine - 8 bottles
- Butter - 1 kilo
- Marking baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Young cheese - 2 kilos
- Brie - 1 kilo
- Hummus - 8 tubs
- Herb cream cheese - 8 tubs
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Pears - 30 pieces
- Walnuts - 1 kilo
- Raisins - 1 kilo
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Mini pretzels - 4 bags
- Pure chocolate cookies - 8 packs
- Butter cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Mayonnaise - 1 bottle
- Mustard - 1 jar
- Ketchup - 1 bottle
- Paper napkins - 500 pieces
- Coffee filters - 200 pieces
- Tea filters - 100 pieces
- Stirrers - 300 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 6 bottles
- Hand gel - 4 bottles
- Sponges - 10 pieces
- Rubber gloves - 6 pairs
- Matches - 2 boxes

Tips

Plan one chair per confirmed guest, plus 5–10% extra if the venue allows it. Count musicians and volunteers separately so nobody is left standing during setup or the concert.
Allow one music stand for each musician who needs printed music, plus one spare for the conductor or a replacement. Place stands and the conductor’s lectern before the musicians arrive for tuning.
Test every microphone, speaker, amplifier, cable reel, extension lead, and power strip at least 2 hours before doors open. Bring cable covers or tape where leads cross walkways.
For coffee and tea, prepare at least 1 cup per expected guest if refreshments are served once, with 10–15% extra cups, glasses, teaspoons, and serving trays. Cool drinks before guests arrive rather than during the interval.
Keep a card machine, laptop, and charging cables ready at the entrance, and test the card machine before the first visitor arrives. If programmes or donations are paid, keep a manual backup option for a network or battery failure.

Frequently asked questions

What do I need to buy for a classical concert?: Plan for seating, podium or stage sections, music stands, a conductor’s lectern, microphones, speakers, cables, power distribution, payment equipment, and refreshment supplies. The exact quantities depend on the number of musicians and guests, but add 5–10% spare seating and at least one spare music stand.
How many chairs do I need for a classical concert?: Provide one chair for every confirmed audience member and add 5–10% extra where space permits. Count separate chairs for performers, volunteers, and registration staff so the audience layout does not use up backstage seating.
How many music stands are needed for an orchestra or ensemble concert?: Buy or hire one music stand for each musician who uses sheet music, plus one for the conductor and at least one spare. Confirm the final ensemble list at least 1 week before the concert so you can fill any gaps.
When should I test the sound equipment before a concert?: Complete a full sound check at least 2 hours before doors open, including microphones, speakers, the amplifier, mixer, cables, and power strips. Test again after the musicians and stands are in position because the room layout can change the sound.

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