What to buy for a Harmony concert

A Harmony concert needs more than instruments and seating: you also need a reliable drink, snack and front-of-house setup. Use the plan below to organise coffee, tea, cold drinks, sandwiches and pastries without running short during the interval. Count registered guests separately from musicians, volunteers and performers, because they may eat and drink at different times. Check serving ware, payment equipment and power supplies before shopping; these are easy to overlook and difficult to replace on concert day.

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What to bring

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

Furniture

Chairsqty 180
Musician chairsqty 45
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 3
Clothes hangersqty 180

Equipment

Music standsqty 45
Conductor's lectern
Piano
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 4
Power stripsqty 6
Cash drawer
Payment terminal
Walkie-talkiesqty 4

Tableware

Coffee cupsqty 120
Tea glassesqty 80
Drinking glassesqty 180
Wine glassesqty 100
Beer glassesqty 100
Platesqty 180
Pastry forksqty 180
Teaspoonsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Drink dispensersqty 4
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Pliersqty 6
Measuring cupsqty 2

Decorations

Tableclothsqty 12
Stage drapesqty 4
Flower arrangementsqty 6
Program standsqty 4
Directional signsqty 8

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Catering

Groceries
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 4 liters
- Lemons - 2 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Ginger ale - 4 bottles
- Apple juice - 8 bottles
- Orange juice - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 8 bottles
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Rosé - 6 bottles
- Bitter lemon - 4 bottles
- Ice cubes - 20 kilograms
- Baguettes - 20 pieces
- Multigrain loaves - 10 pieces
- White rolls - 60 pieces
- Whole grain rolls - 60 pieces
- Unsalted butter - 2 kilograms
- Young cheese - 4 kilograms
- Aged cheese - 3 kilograms
- Ham - 3 kilograms
- Chicken breast slices - 2 kilogram
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 10 pieces
- Tomatoes - 4 kilogram
- Lettuce - 8 heads
- Peppers - 3 kilograms
- Grapes - 5 kilograms
- Apples - 8 kilograms
- Bananas - 5 kilograms
- Mandarins - 5 kilograms
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Snack mix - 6 bags
- Savory nuts - 6 bags
- Salted breadsticks - 6 bags
- Cookies - 8 packs
- Cake - 8 pieces
- Mini muffins - 120 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 can
- Salt - 1 tin
- Paper napkins - 1000 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Cardboard cups - 300 pieces
- Cardboard plates - 300 pieces
- Wooden cutlery - 300 sets
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Storage containers - 30 pieces
- Trash bags - 100 pieces
- Heavy-duty trash bags - 20 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Disinfectant wipes - 4 packs
- Liquid hand soap - 8 bottles
- Hand sanitizer - 4 bottles
- Toilet freshener - 4 pieces
- Nitrile gloves - 4 boxes

Tips

Plan two to three drinks per guest for the first hour, then add one drink per person for each additional hour. Include separate quantities for musicians and volunteers if they remain on site longer than the audience.
For coffee and tea, allow one hot drink per guest at arrival and another during the interval. Buy at least 10% extra cups, glasses, teaspoons and serving utensils so a dropped or misplaced item does not interrupt service.
Prepare one sandwich portion and one pastry or snack portion per registered guest, plus 10% extra. Confirm dietary requirements before ordering so suitable options are available when the food is put out.
Check the cash drawer and payment terminal at least one day before the concert. Keep enough change for the lowest admission price and test the terminal with its charger or power connection before doors open.
Count tables, chairs, music stands and microphone equipment against the final seating and programme. Bring extension cords and power strips only after checking where the piano, speakers, mixer and coffee machines will be connected.

Frequently asked questions

How many drinks do I need for a Harmony concert?: For the first hour, allow two to three drinks per person, including water, soft drinks and alcoholic options where applicable. Add one drink per person for every additional hour, and count performers and volunteers separately if they stay longer.
How much food should I buy for a concert reception?: Plan one sandwich portion and one pastry or snack portion per registered guest. Add 10% extra, then adjust the order after collecting dietary requirements so you have suitable alternatives rather than only more of the same food.
When should I buy the concert drinks and snacks?: Buy shelf-stable drinks, napkins and serving supplies two to three days ahead. Chill drinks and prepare fresh sandwiches and pastries on the concert day, allowing enough time for setup before guests arrive.
How many cups and glasses are needed for the concert?: Start with one cup or glass per expected serving, then add at least 10% spare stock. If guests can refill during the interval, provide enough clean drink glasses for the busiest serving period rather than relying on immediate washing.

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