What to buy for an ensemble concert

An ensemble concert needs more than instruments and chairs. Plan drinks and catering for the audience and performers, then check that serving items match the number of guests. The technical setup also depends on the room: speakers, microphones, stands, power supplies and stage lighting should be ready before the ensemble arrives. Buy consumables early, and keep a small set of spare batteries, cables and gaffer tape available for last-minute fixes.

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What to bring

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

Furniture

Chairsqty 100
Foldable tablesqty 8
Stage sectionsqty 6
Stoolsqty 12
Clothes racksqty 2
High tablesqty 4

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Small platesqty 80
Pastry platesqty 100
Teaspoonsqty 80
Serving spoonsqty 6
Water jugsqty 8
Thermos flasksqty 6

Equipment

Speakersqty 2
Music microphonesqty 4
Presentation microphone
Mixer
Microphone standsqty 4
Speaker standsqty 2
Music standsqty 30
Piano stool
Extension cordsqty 8
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 12
USB stickqty 2

Lighting

Stage spotlightsqty 4
LED lightsqty 6
Light standsqty 2

Decorations

Concert banner
Menu card holdersqty 8
Tableclothsqty 8
Flower arrangementsqty 6
Directional signsqty 8
Name badgesqty 20

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12
Serving spoonsqty 8
Bottle openersqty 3
Serving traysqty 6

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning glovesqty 6
Waste binsqty 6

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Decaf coffee - 1 pack
- Sugar - 2 packs
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Lemons - 6 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 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
- Red wine - 4 bottles
- Non-alcoholic wine - 3 bottles
- Ice cubes - 8 bags
- Butter - 500 grams
- Baguettes - 12 pieces
- Multigrain bread - 4 loaves
- Mini croissants - 100 pieces
- Mini cheese rolls - 80 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilos
- Bell peppers - 12 pieces
- Grapes - 3 kilos
- Apples - 80 pieces
- Bananas - 50 pieces
- Strawberries - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Goat cheese - 1 kilo
- Vegetarian wraps - 80 pieces
- Chicken breast slices - 1.5 kilos
- Honey - 2 jars
- Strawberry jam - 2 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olives - 1 kilo
- Pickles - 2 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Snacks - 6 bags
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Cookies - 8 packs
- Mini brownies - 100 pieces
- Mini muffins - 100 pieces
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Gluten-free sandwiches - 12 pieces
- Vegan wraps - 12 pieces
- Vegan cream cheese - 2 tubs
- Napkins - 500 pieces
- Paper cups - 150 pieces
- Stir sticks - 200 pieces
- Straws - 100 pieces
- Cocktail picks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dishwasher tablets - 1 pack
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 2 packs
- Sponges - 6 pieces
- Hand soap - 4 bottles
- Paper towels - 6 packs
- Toilet freshener - 2 pieces

Tips

Plan around two drinks per guest for the first hour, then one additional drink per person for each following hour. Include water jugs and drinking glasses near the audience area, and keep extra drinks chilled before doors open.
For coffee and tea service, allow one coffee cup, teaspoon and small plate per expected drink at peak time, plus at least 10% extra. Pastry plates and serving spoons are easy to overlook when catering arrives.
Check the room layout before buying or collecting furniture: allow one chair per audience member, enough tables for catering, and a clear route between the entrance, seating and stage. Confirm that stage sections, stools and the piano stool fit the performance setup.
Test every microphone, speaker, mixer and cable at least 24 hours before the concert. Keep extension cords, power strips, gaffer tape and spare batteries together in one labelled equipment box rather than searching for them during soundcheck.
Prepare printed programs, name badges and the run sheet no later than the day before the concert. Save the final documents on a USB stick as a backup, and check that music stands and ensemble materials are ready before the performers set up.

Frequently asked questions

What drinks do I need for an ensemble concert?: For the first hour, plan two drinks per person, followed by one drink per person for every additional hour. Provide water as well as other drinks, and chill the first serving before guests arrive.
How much tableware should I buy for a concert reception?: Start with one drinking glass per guest, one coffee cup per expected coffee drink, and one small or pastry plate per serving. Add at least 10% extra, especially for teaspoons, serving spoons and glasses.
What sound equipment is needed for an ensemble concert?: The basic setup may include speakers, a mixer, music microphones, a presentation microphone, microphone stands and speaker stands. Test the complete signal chain at least 24 hours before the concert and bring spare batteries and gaffer tape.
When should I prepare the concert shopping and equipment?: Buy non-perishable supplies at least one week ahead and confirm borrowed equipment three to five days before the concert. Finish printing, chilling drinks and checking the technical setup by the day before.

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