What you need for a classical music festival

What to bring

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

Tips

• Plan at least one chair for every registered guest, plus 5–10% extra for late arrivals or damaged seating. Reserve separate performer chairs, piano stools and music stands rather than assuming the venue’s standard chairs will work.
• For a seated audience, provide one drinking glass per guest and keep 10–15% extra glasses available. Add coffee cups, espresso cups and plates based on the number of catering servings, with at least 10 spare pieces of each type.
• Count two drinks per person for the first hour, then one additional drink per person for every following hour. Chill drinks several hours before doors open and keep a separate supply of still water for artists and speakers.
• Check every powered item at least 24 hours before the festival: microphones, mixer, speakers, monitor speakers, digital piano, spotlights and atmosphere lights. Bring spare batteries, extension cords, power strips, cable trays and cable ties; these are commonly noticed only during setup.
• Prepare the entrance and backstage areas before the first ensemble arrives. Allow one coat hanger per expected coat, place name badges and artist information together, and keep battery lanterns available for dim corridors or an unexpected power problem.

Frequently asked questions

What should I buy for a classical music festival?

Start with drinks, water glasses, wine glasses, coffee cups, espresso cups and plates for the audience and artists. You also need practical stage supplies such as music stands, microphones, cables, lighting, chairs and piano stools. Check the venue inventory before buying large furniture or audio equipment.

How many glasses do I need for a music festival?

Allow one drinking glass per guest for a seated event, then add 10–15% spare glasses. If wine is served, count one wine glass per guest as well, unless glasses will be washed and reused during the program. For 100 guests, that means at least 110 drinking glasses and 110 wine glasses when both types are needed.

How much water and drinks should I provide for performers?

Provide at least 500 ml of water per performer for the event, plus two drinks per person during the first hour for the general audience. Add one drink per person for each extra hour. Place performer water backstage before rehearsals begin, not only when the audience arrives.

When should I prepare the festival shopping list?

Make the first inventory check at least two weeks before the festival, once the guest registration and artist numbers are clear. Buy nonperishable supplies and reserve equipment 7–10 days ahead. Chill drinks and prepare catering on the final day, with a last equipment and cable check 24 hours before setup.

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