What to buy for an ensemble competition
An ensemble competition needs more than chairs and a stage area. You will need clearly separated supplies for registration, judging, performances, refreshments and participant waiting areas. Plan seating and tables for the audience and judges, plus music stands and a complete microphone setup if ensembles need amplification. This shopping list also covers serving equipment, hot drinks, cooling, signage and the printed materials people tend to remember only a few days before the event.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 150
- Tablesqty 18
- Judges' table
- Registration deskqty 2
- Buffet tablesqty 4
- Clothes racksqty 2
Equipment
- Music standsqty 30
- Microphonesqty 3
- Microphone standsqty 3
- Mixer
- Speakersqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Laptopqty 2
- Printer
- Stopwatchesqty 3
- Camera
Tableware
- Coffee cupsqty 100
- Glassesqty 150
- Platesqty 150
- Forksqty 150
- Knivesqty 150
- Spoonsqty 150
- Serving spoonsqty 10
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Serving traysqty 8
- Small bowlsqty 12
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Pliersqty 6
- Measuring cupsqty 2
- Washing-up bowlsqty 3
Decorations
- Buntingqty 8
- Tableclothsqty 18
- Flower arrangementsqty 6
- Stage backdrop
- Name badge holdersqty 40
- Wristbandsqty 160
Lighting
- LED work lightsqty 4
- String lightsqty 4
Cleaning
- Waste binsqty 10
- Bucketsqty 4
- Mopsqty 4
- Broomsqty 3
- Dustpan and brushqty 3
- Cleaning glovesqty 12
- Hand soap dispensersqty 4
Competition equipment
- Judge clipboardsqty 6
- Jury formsqty 150
- Pensqty 40
- Tapeqty 6
- Writing paperqty 2
- Trophiesqty 6
- Medal ribbonsqty 30
- Certificate foldersqty 30
- Directional signsqty 12
- Programsqty 160
Catering
- Groceries
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Beer - 4 crates
- White wine - 8 bottles
- Red wine - 4 bottles
- Bubbles - 6 bottles
- Baguettes - 12 pieces
- Mini sandwiches - 180 pieces
- Whole wheat rolls - 60 pieces
- Herb butter - 6 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 10 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 8 heads
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Bananas - 4 kilos
- Mandarins - 4 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 5 bags
- Pretzels - 5 bags
- Rice cakes - 6 packs
- Cookies - 10 packs
- Mini muffins - 120 pieces
- Apple pie slices - 100 pieces
- Brownies - 100 pieces
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan sandwiches - 40 pieces
- Vegetarian sandwiches - 80 pieces
- Nut-free snacks - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 400 pieces
- Paper cups - 200 pieces
- Paper plates - 200 pcs
- Wooden stirrers - 300 pieces
- Cocktail picks - 200 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Disinfectant wipes - 6 packs
- Nitrile gloves - 4 boxes
Tips
- Set aside one judges’ table, one registration desk and enough chairs for the audience, judges, performers and volunteers. Keep the registration desk near the entrance, with name badges, printed schedules and a contact list ready.
- Count music stands by the largest ensemble performing at once, then add at least 2 spare stands. Check their height and stability before the competition day rather than discovering a shortage during soundcheck.
- Treat the sound system as one complete setup: microphones, microphone stands, mixer, speakers, extension cords and power strips must be compatible and tested together. Arrange technical support early if several ensembles use different setups.
- For refreshments, count one coffee cup, glass, plate, fork, knife and spoon per expected guest, then add roughly 10% for replacements. Provide serving spoons, trays and small bowls separately so buffet food is not served with personal cutlery.
- Prepare hot-drink equipment before ordering catering: coffee machines, kettles and thermos flasks are easy to overlook. If food or drinks arrive early, reserve coolers and enough table space so refreshments do not compete with registration or judges’ paperwork.
Frequently asked questions
- What equipment do I need for an ensemble competition?
- At minimum, plan music stands, microphones, microphone stands, a mixer, speakers, extension cords and power strips if performances need sound support. Add a laptop, printer and stopwatches for schedules, forms and timing.
- How many music stands should I bring to an ensemble competition?
- Bring one stand for every musician who needs sheet music in the largest simultaneous ensemble, plus 2 spare stands. Confirm the number against the final performance entries at least 1 week before the event.
- How much tableware do I need for an ensemble competition?
- Count one cup, glass, plate and each type of cutlery per expected guest, then add 10% extra. For buffet service, also provide serving spoons, serving trays and small bowls.
- What should I prepare for judges and registration?
- Provide a judges’ table and chairs, printed jury criteria, jury forms, stopwatches, pens and a separate registration desk. Print the final schedule, contact list and participant information no later than the day before.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!