What you need for an ensemble concert
An ensemble concert needs more than chairs and instruments. You need a clear setup for performers, audience seating, music stands, sound equipment, lighting and refreshments. Check what the venue already provides before buying or borrowing anything, especially speakers, microphones, cables and stands. This list helps you prepare the practical supplies early, so missing batteries, serving items or cable covers do not become last-minute problems on concert day.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 100
- Foldable tablesqty 10
- Dressing room racksqty 3
- Coat racksqty 3
- Coat hangersqty 120
- Stoolsqty 12
Equipment
- Digital piano
- Piano bench
- Microphonesqty 4
- Microphone standsqty 4
- Speakersqty 2
- Mixer
- Amplifier
- DI boxesqty 2
- Audio cablesqty 12
- Extension cordsqty 8
- Power stripsqty 6
- Cable matsqty 8
- Music standsqty 35
- Lecture hall bagsqty 35
- Metronomeqty 2
- Tuning forkqty 2
- AA batteriesqty 24
Lighting
- LED spotlightsqty 6
- Standing lampsqty 4
- Light standsqty 4
Tableware
- Coffee cupsqty 100
- Glassesqty 120
- Platesqty 120
- Cutlery setsqty 120
- Serving plattersqty 12
- Serving tongsqty 8
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
- Scissorsqty 3
- traysqty 8
Decorations
- Tableclothsqty 10
- Stage drapesqty 4
- Flower arrangementsqty 4
- Welcome sign
- Program standsqty 4
Cleaning
- Waste binsqty 8
- Dustpan and brushqty 2
- Mop headsqty 2
- Bucketsqty 3
- Cleaning clothsqty 12
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 6 bottles
- Rosé - 4 bottles
- Baguettes - 12 pieces
- Whole grain bread - 4 loaves
- Butter - 4 packets
- Young cheese - 2 kilograms
- Brie - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Vegetarian spread - 6 tubs
- Grapes - 5 kilograms
- Apples - 50 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Cookies - 8 packs
- Cake - 6 pieces
- Gluten-free crackers - 3 packs
- Gluten-free cookies - 3 packs
- Vegan spreads - 4 tubs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Food storage containers - 20 pieces
Tips
- Plan at least one chair for every audience member you expect, plus a small buffer of 5–10% for late arrivals. Count separate seating needs for performers, accompanists and volunteers.
- Allow one music stand per player who reads from sheet music, and keep at least 2–3 spare stands available. Check stand height, stability and lighting during the rehearsal rather than at the doors.
- For a basic amplified setup, count one microphone and one stand per speaking or vocal position, then check whether the venue needs a mixer, amplifier, DI boxes or extra speakers. Test every audio cable and power connection before the concert.
- Provide roughly 2–3 glasses or cups per person when refreshments are served, plus plates and cutlery for anything more substantial than drinks. Confirm dietary requirements before ordering catering and keep a small reserve of serving items.
- Bring spare AA batteries, extension leads and power strips, and cover cables where the audience or performers walk. Pack these at least one day ahead; they are easy to overlook when the instruments are the main focus.
Frequently asked questions
- What equipment do I need for an ensemble concert?
- You may need music stands, microphones, stands, speakers, a mixer, amplifier, DI boxes, audio cables and power distribution. Confirm the venue inventory at least 7 days before the concert so you only buy or borrow missing items.
- How many chairs do I need for an ensemble concert?
- Start with one chair per expected audience member and add 5–10% extra. Count performer and volunteer seating separately, because those chairs are not available for the audience.
- How many glasses and cups should I buy for a concert?
- Allow 2–3 drinking vessels per guest if refreshments last through the concert and interval. Add about 10% spare capacity, especially if there is no dishwasher or washing-up point nearby.
- When should I check the concert equipment?
- Complete the equipment check and an audio test at least 3–7 days beforehand, then repeat the essential power and microphone check on the day. Pack spare AA batteries and cable covers before leaving for the venue.
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