Classical concert shopping list

A classical concert needs more than instruments and printed programs. You also need enough seating, music stands, sound equipment, lighting, refreshment supplies and a clear registration setup. Plan quantities from your confirmed visitor and musician numbers, then add a small buffer for late arrivals and replacements. This shopping list helps you check what must be bought, hired or brought to the venue before rehearsal day and the concert itself.

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What to bring

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

Furniture

Chairsqty 140
Foyer tablesqty 6
Registration desk
Coat racksqty 4
Stoolsqty 8

Equipment

Music standsqty 12
Conductor's lectern
Metronome
Microphonesqty 2
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
Cable traysqty 8
Piano bench
Tuning fork
Cash box
Card machine

Lighting

LED spotlightsqty 6
LED emergency lampsqty 4
Battery lanternsqty 4

Tableware

Wine glassesqty 140
Water glassesqty 140
Coffee cupsqty 140
Cake platesqty 140
Coffee spoonsqty 140
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Bottle openersqty 4
Corkscrewsqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving traysqty 10

Decorations

Tableclothsqty 8
Flower arrangementsqty 6
Lectern bandsqty 12
Welcome sign
Direction signsqty 8
Name card holdersqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Red wine - 12 bottles
- White wine - 6 bottles
- Alcohol-free wine - 4 bottles
- Coffee - 4 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Butter - 1 kilo
- Mini croissants - 150 pieces
- Mini apple turnovers - 120 pieces
- Mini quiches - 120 pieces
- Vegetarian snacks - 100 pieces
- Gluten-free snacks - 20 pieces
- Vegan snacks - 30 pieces
- Grapes - 6 kilos
- Strawberries - 4 kilos
- Mixed nuts - 3 kilo
- Raisins - 2 kilos
- Toast rounds - 8 packs
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Cucumbers - 3 kilos
- Cherry tomatoes - 3 kilos
- Napkins - 500 pieces
- Stir sticks - 250 pieces
- Coffee filters - 2 packs
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 50 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Plan 5–10% more chairs than confirmed visitors, and add at least 2 spare chairs for musicians or volunteers. Count the piano bench, conductor’s lectern and music stands separately because they are not interchangeable.
For a reception lasting about 60 minutes, allow 2–3 drinks per guest in the first hour, plus one water glass per person. Prepare at least 10% extra wine glasses and water glasses so breakages do not stop service.
Set aside one microphone and one microphone stand for announcements, then match any additional microphones to the technical requirements of the repertoire. Bring extension cords, power strips and cable trays in quantities that cover every powered device without loose cables crossing walkways.
Prepare 1 coffee machine or kettle for every 40–50 guests if coffee is served at the same time. Allow roughly 1 coffee cup, 1 cake plate and 1 coffee spoon per expected guest, with 10% extra for volunteers and replacements.
Use LED spotlights for the performers and keep battery lanterns or LED emergency lamps available for corridors and exits. Test all lighting, speakers, microphones and extension cords during the rehearsal, not on the day doors open.

Frequently asked questions

How many chairs do I need for a classical concert?: Start with the confirmed visitor list and add 5–10% extra chairs. For 100 expected visitors, prepare 105–110 chairs, plus 2 spare chairs for musicians, volunteers or last-minute changes.
How many glasses and drinks should I buy for a concert reception?: For a one-hour reception, calculate 2–3 drinks per guest for the first hour and add 10% extra glasses. For 100 guests, that means about 220–330 drinks and at least 110 wine glasses and 110 water glasses if both are offered.
How many music stands are needed for an orchestra concert?: Count the musicians who need printed scores and follow the ensemble’s technical requirements. As a practical check, prepare one music stand for every two players sharing a stand, plus 1–2 spare stands.
When should I check the concert equipment and catering supplies?: Check hired or borrowed equipment at least 7 days before the concert, then test the full setup during the rehearsal. Confirm coffee supplies, glasses, cups, thermos flasks and coolers again 24 hours before doors open.

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