What to buy for a Harmony concert

A Harmony concert needs more than chairs and music stands. You also need a clear refreshment setup for the audience and musicians, plus practical supplies for serving, waste and last-minute preparation. Use this shopping list alongside your existing equipment list, and decide early what will be bought, borrowed or delivered. For drinks, plan around the expected audience size and keep extra water available for performers and volunteers.

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What to bring

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

Furniture

Audience chairsqty 160
Orchestra chairsqty 35
Foldable tablesqty 8
Reception desk
Coat racksqty 2
Waste binsqty 6

Equipment

Music standsqty 35
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Mixer
Active speakersqty 2
Music stand lightsqty 10
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Cake platesqty 100
Coffee spoonsqty 100
Pastry forksqty 100
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 10

Decorations

Tableclothsqty 8
Stage drapesqty 2
Flower arrangementsqty 4
Program boardsqty 3
Name badgesqty 40

Lighting

LED work lightsqty 4
Mood lightingqty 4
Batteriesqty 24

Cleaning

Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Tea selection - 2 boxes
- Sugar - 2 kilograms
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 3 liters
- Lemon - 1 kilogram
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling juice - 6 bottles
- Coffee rolls - 80 pieces
- Butter cookies - 5 packs
- Cake - 6 pieces
- Mini muffins - 80 pieces
- Apples - 60 pieces
- Bananas - 30 pieces
- Grapes - 4 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Hummus - 6 tubs
- Cucumber - 6 pieces
- Carrots - 3 kilogram
- Gluten-free cookies - 3 packs
- Vegan cake - 2 pieces
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Paper straws - 100 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Towels - 4 packs

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include still water separately for musicians, the conductor and volunteers.
For coffee and tea, allow one hot drink per expected guest, plus 10% extra. Prepare coffee in batches and keep hot water available in kettles or thermos flasks so the reception does not stop between servings.
Order cake and other pastries at least 3–5 days before the concert. Allow one portion per guest if refreshments are part of the welcome, and buy a small buffer for late arrivals and volunteers.
Count serving items against the maximum number of simultaneous guests, not the total number attending. For 100 guests, for example, prepare at least 100 cups, glasses and plates, with 10% extra if washing during the event is not possible.
Do the main shopping 1–2 days before the concert and chill drinks the day before. Check batteries, extension cords, power strips and gaffer tape before opening the venue, because these are easy to overlook when collecting the larger concert equipment.

Frequently asked questions

How many drinks do I need for a Harmony concert?: Allow two to three drinks per person during the first hour, then one additional drink per person for every extra hour. Add separate water for musicians, the conductor and volunteers, and keep about 10% extra for unexpected demand.
How much coffee and tea should I buy for a concert?: Plan one hot drink per expected guest and add 10% extra. For 100 guests, that means preparing supplies for about 110 servings, with enough coffee, tea, sugar, milk and hot water to serve them.
When should I order cake for a Harmony concert?: Order cake or pastries 3–5 days before the concert so the quantity and dietary requirements can still be adjusted. Plan one portion per guest, plus a small extra amount for volunteers and late arrivals.
How many cups and plates do I need for 100 concert guests?: Buy or borrow at least 100 cups, glasses and cake plates, and preferably 110 of each if you cannot wash items during the event. Also prepare enough spoons and pastry forks for the full refreshment service.

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