What you need for a concert hall open day

A concert hall open day needs more than stage equipment. Visitors move between tours, performances, registration points and catering, so supplies must work for both public areas and backstage spaces. Plan furniture for the information desk, seating and changing areas, then check tableware and drinks against your expected attendance. Technical essentials such as microphones, stands, extension cords and gaffer tape are easy to overlook until setup day. Use the complete list below to order, borrow or pack everything in time.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
Bar stoolsqty 12
Information desk
Clothes racksqty 2
Dressing room tablesqty 4
Changing room chairsqty 12

Tableware

Reusable glassesqty 250
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Water jugsqty 10

Equipment

Microphonesqty 4
Microphone standsqty 4
Portable speakersqty 2
Music standsqty 12
Extension cordsqty 8
Power stripsqty 8
Laptop
Presentation screen
Cable tiesqty 50
Gaffer tapeqty 4
Coolersqty 6

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 12
Flower arrangementsqty 8
Photo backdrop
Decorative standsqty 6

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4

Catering

Coffee machinesqty 2
Water dispensersqty 2
Drink dispensersqty 4
Thermos flasksqty 6
Groceries
- Coffee - 6 packs
- Tea - 10 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemon - 3 kilos
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Alcohol-free beer - 48 bottles
- Beer - 96 bottles
- White wine - 12 bottles
- Red wine - 8 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 20 kilo
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini sandwiches - 300 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Smoked chicken - 2 kilo
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Lettuce - 12 heads
- Bell peppers - 3 kilos
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 5 kilo
- Mini croissants - 250 pieces
- Mini muffins - 250 pieces
- Cookies - 8 packs
- Brownies - 200 pieces
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Mixed nuts - 4 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Pepper - 2 mills
- Salt - 2 packs
- Napkins - 1000 pieces
- Cocktail picks - 500 pieces
- Baking paper - 2 rolls
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Trash bags - 80 pcs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Dish soap - 4 bottles
- Sponges - 12 pieces

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Toilet brushesqty 4
Cleaning glovesqty 8
Waste binsqty 12
Laundry basketsqty 4

Communication

Name badgesqty 100
Badge holdersqty 100
Pensqty 30
Clipboardsqty 8
Program leafletsqty 500
Signage boardsqty 20
Arrow stickersqty 50
Information leafletsqty 300
Registration listsqty 10
Walkie-talkiesqty 8
Power banksqty 6

Safety

Flashlightsqty 6
Bollardsqty 12
Barrier tapeqty 4
Floor markingsqty 6
First aid kitsqty 2

Kitchen

Cutting boardsqty 6
Tea towelsqty 12
Kitchen knivesqty 6
Storage binsqty 20
Cooling matsqty 12

Tips

Set aside separate supplies for the information desk: a table, chairs, visitor lists, printed programmes, signage and name badges. Keep these together at least one day before the open day so registration does not compete with setup.
For catering, count reusable glasses, coffee cups, plates and cutlery against the final registration total, then add a buffer of around 10%. Include serving platters, tongs, coffee pots and water jugs rather than assuming the supplier brings them.
Check every performance setup before visitors arrive: microphones, stands, portable speakers, music stands, the laptop and presentation screen. Test extension cords and power strips in the actual rooms, and keep cable ties and gaffer tape available for safe cable management.
Prepare the public route and backstage areas separately. Tables, chairs and stools support visitor stops, while clothes racks, dressing room tables and changing room chairs are needed where performers or guides prepare.
Keep cold drinks in coolers and confirm the beverage stock after the final registrations are processed. Decorations such as tablecloths, bunting, balloons and flower arrangements should be packed by room, so they do not delay technical setup.

Frequently asked questions

What should I buy for a concert hall open day?: Plan for visitor furniture, registration materials, catering tableware, drinks storage, performance equipment and clear signage. The core equipment includes microphones, stands, speakers, music stands, extension cords, power strips, cable ties and gaffer tape.
How many glasses and plates do I need for an open day?: Use the final registration count as your baseline and add about 10% extra tableware. For example, 100 visitors means preparing roughly 110 glasses, plates and cutlery sets, adjusted for how long catering is available.
When should I order supplies for a concert hall open day?: Confirm supplier availability and place the catering order several days before the event, then check final registrations and beverage stock during the last 24 hours. Borrowed furniture and technical equipment should be confirmed at least one week ahead.
What technical supplies are easy to forget for an open day?: Extension cords, power strips, cable ties and gaffer tape are often missed, even when the main equipment is booked. Test microphones, speakers, the laptop and presentation screen before opening, ideally during the final setup check the day before.

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