What you need for a classical concert

A classical concert needs more than chairs and sheet music. Plan the audience setup, musician equipment, foyer service and drinks together so the venue is ready before guests arrive. Count chairs from your registration list, then add a small buffer for late additions. Drinks, coffee service and printed programs are easy to underestimate, while extension cords, lamps and coat hangers are often noticed only during setup. Use this list alongside the concert schedule and venue check.

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What to bring

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

Furniture

Audience chairsqty 110
Musician chairsqty 14
Foldable tablesqty 8
Coat racksqty 4
Clothes hangersqty 120
Bar stoolsqty 4

Tableware

Water glassesqty 120
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 100
Pastry platesqty 120
Teaspoonsqty 120
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Music standsqty 14
Conductor's lectern
Metronomesqty 2
Extension cordsqty 6
Power stripsqty 4
Table microphonesqty 2
Microphone standsqty 2
Lectern lampsqty 8

Lighting

LED work lightsqty 4

Decorations

Flower arrangementsqty 6
Tableclothsqty 8
Welcome sign
Program standsqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving traysqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Vacuum cleaner

Catering

Groceries
- Coffee beans - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still mineral water - 60 bottles
- Sparkling mineral water - 36 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Tonic - 4 bottles
- Alcohol-free white wine - 12 bottles
- White wine - 12 bottles
- Red wine - 6 bottles
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Baguettes - 12 pieces
- Butter - 1 kilogram
- Cream cheese - 1 kilogram
- Hummus - 1 kilogram
- Brie - 1,5 kilogram
- Gouda cheese - 1.5 kilogram
- Grapes - 5 kilograms
- Apples - 50 pieces
- Pears - 40 pieces
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilograms
- Olives - 2 kilograms
- Cookies - 6 packs
- Mini cream puffs - 250 pieces
- Mini quiches - 200 pieces
- Vegetarian wraps - 80 pieces
- Gluten-free crackers - 4 packs
- Vegan sandwiches - 30 pieces
- Napkins - 500 pieces
- Paper coffee cups - 150 pieces
- Stir sticks - 200 pieces
- Cocktail sticks - 300 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Paper towels - 6 packs

Tips

Count one audience chair per registered guest, then add 5% extra if the venue allows it. Prepare separate musician chairs and enough music stands for every player who reads from a stand.
For a reception after the concert, allow 2 to 3 drinks per person for the first hour, plus water. Chill drinks at least 4 hours before doors open; use coolers if the venue has limited refrigerator space.
Plan tableware by service rather than by guest count: one wine glass, water glass and coffee cup per person, with at least 10% extra for breakage or simultaneous use. Add plates, pastry plates, teaspoons and serving tongs if coffee or pastries are served.
Check the room’s power supply at least 3 days before the concert. Count every coffee machine, kettle, lamp and microphone, then bring enough extension cords and power strips without daisy-chaining them.
Prepare the foyer items before opening the hall: coat racks with one hanger per expected coat, a welcome sign, program stands and printed programs. Have the programs laid out at least 30 minutes before the first guests arrive.

Frequently asked questions

How many chairs do I need for a classical concert?: Start with one audience chair per confirmed registration and add 5% extra where space permits. Count musician chairs separately, based on the confirmed ensemble, and check that aisles and exits remain clear.
How much water and wine should I buy for a concert reception?: Allow 2 to 3 drinks per person during the first hour, including water, and add about 10% extra for uneven consumption. Chill everything at least 4 hours before the reception begins.
How many music stands are needed for a classical concert?: Provide one music stand for each musician who needs to read sheet music, unless the ensemble has agreed to share. Confirm the number with the musicians at least 7 days before the concert.
When should I prepare the concert programs and foyer?: Have the programs printed no later than 2 days before the concert and place them in the foyer at least 30 minutes before doors open. Set up the coat check, welcome sign and program stands before the hall opens.

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