What to bring for an educational concert

An educational concert needs more than instruments and a stage. You will need seating for visitors, clear presentation equipment, microphones, safe cable management and printed learning materials. Plan tableware and catering supplies around your registration numbers, including dietary and accessibility needs. The checklist on this page covers the practical items that are easy to overlook when children, performers, teachers and chaperones share one venue.

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What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 180
Bar stoolsqty 4
Coat racksqty 2
Waste binsqty 8

Equipment

Active speakersqty 2
Mixing console
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 3
Monitor speaker
XLR cablesqty 8
Jack cablesqty 6
Extension cordsqty 8
Power stripsqty 6
Laptop
Presentation screen
Projector
HDMI cablesqty 2
Music standsqty 8
Metronome
Recording camera

Lighting

LED stage lightsqty 4
Cable reelsqty 2
Emergency lightsqty 2

Tableware

Reusable glassesqty 200
Coffee cupsqty 120
Platesqty 180
Forksqty 180
Teaspoonsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 4
Cutting boardsqty 3
Bread knivesqty 3
Chef's knifeqty 2
Measuring cupsqty 2
Kettlesqty 2
Thermometersqty 2

Decorations

Stage backdrop
Buntingqty 6
Tableclothsqty 8
Name badge holdersqty 12
Directional signsqty 12
Chalkboardsqty 4
Sticky tackqty 4
Painter's tapeqty 8

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Rubber glovesqty 6
Litter pickersqty 2

Catering

Groceries
- Coffee beans - 3 kilograms
- Black tea bags - 100 pieces
- Herbal tea bags - 60 pieces
- Cocoa powder - 1 kilogram
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Still water - 120 liter
- Carbonated water - 60 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Blackcurrant lemonade - 8 liters
- Lemon syrup - 3 liter
- Lemons - 2 kilograms
- Ice cubes - 10 kilograms
- Multigrain bread - 8 loaves
- White casino bread - 6 loaves
- Wholegrain crackers - 8 packs
- Butter - 1 kilogram
- Plain cream cheese - 1 kilogram
- Young cheese - 2 kilograms
- Hummus - 1.5 kilograms
- Peanut butter - 1 kilogram
- Strawberry jam - 1 kilogram
- Turkey fillet - 1.5 kilograms
- Cucumber - 8 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 4 kilograms
- Apples - 6 kilogram
- Bananas - 4 kilogram
- Mandarins - 4 kilogram
- Strawberries - 2 kilograms
- Blueberries - 1 kilogram
- Mini currant buns - 100 pieces
- Mini croissants - 80 pieces
- Whole grain muesli bars - 100 pieces
- Oat bars - 60 pieces
- Plain chips - 10 bags
- Paprika chips - 8 bags
- Breadsticks - 8 bags
- Rice cakes - 8 packs
- Popcorn - 3 kilograms
- Unsalted nuts - 2 kilogram
- Raisins - 1 kilogram
- Milk chocolate - 2 kilogram
- Dark chocolate - 1 kilogram
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan spread - 1 kilogram
- Vegan mini croissants - 30 pieces
- Vegan muesli bars - 30 pieces
- Lactose-free milk - 3 liters
- Mayonnaise - 1 liter
- Ketchup - 1 liter
- Mustard - 500 milliliter
- Olive oil - 500 milliliters
- Salt - 250 grams
- Black pepper - 100 grams
- Paprika powder - 100 grams
- Cinnamon - 100 gram
- Herb butter - 500 grams
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags for residual waste - 100 pieces
- Paper trash bags - 50 pieces
- Dish soap - 2 liters
- All-purpose cleaner - 2 liters
- Toilet cleaner - 2 liters
- Disinfectant spray - 2 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Scouring sponges - 8 pieces
- Disposable gloves - 2 boxes

Tips

Count chairs, reusable glasses, coffee cups and plates from the final registration list, then add around 5% spare capacity for last-minute visitors or replacements.
Pack the complete audio chain together: active speakers, mixing console, microphones, stands, DI boxes, monitor speaker and the correct XLR and jack cables. Test every connection before the concert day.
Allow at least one extension cord and one power strip for each separate equipment area, and use cable reels where runs cross visitor routes. Tape or cover loose cables before doors open.
Bring a presentation screen, projector, laptop and HDMI cables, then test the presentation from the exact position used during the concert. Printed programs and worksheets are still needed if projection fails.
Set aside a clearly labelled box for children’s worksheets, programs, pens and presentation texts. Prepare it at least one day ahead so volunteers are not printing or sorting materials while visitors arrive.

Frequently asked questions

What equipment do I need for an educational concert?: At minimum, plan speakers, a mixing console, microphones, stands, DI boxes, cables, a laptop, projector and screen. Test the full setup at least 2 hours before doors open, including power and presentation playback.
How many chairs should I prepare for an educational concert?: Prepare one chair per registered visitor, performer, chaperone and volunteer who needs seating, then add about 5% spare chairs. Confirm the total 3 to 5 days before the concert when registrations and accessibility requests are up to date.
How much catering and tableware do I need?: Use the final registration count, dietary requirements and program length to calculate food and drinks. Prepare one plate, fork, teaspoon and reusable glass per person, plus roughly 5% extra; coffee cups can be counted separately for the adults and staff who will use them.
When should I prepare worksheets and concert programs?: Print the final worksheets and programs at least 1 day before the concert. Keep a small spare stack—around 5% above the registered number—in a labelled box for late arrivals or damaged copies.

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