What you need for a harmony concert

A harmony concert needs more than chairs and music stands. You will need separate seating for visitors and musicians, a working sound setup, drink-service supplies and clear arrangements for coats, waste and cables. This shopping list covers the practical items that are easy to overlook, including a conductor’s lectern, microphone stands, payment equipment and lighting for dark areas. Check quantities against your audience size, choir or orchestra lineup and venue layout before buying or hiring.

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What to bring

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

Furniture

Visitor chairsqty 180
Musician chairsqty 45
Tablesqty 12
Bar stoolsqty 4
Coat racksqty 3
Waste binsqty 8

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 120
Dessert platesqty 180
Coffee spoonsqty 180
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 12

Equipment

Music standsqty 45
Conductor's lectern
Microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Cash box
Payment terminal
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 8
Flashlightsqty 4

Music equipment

Sheet music foldersqty 45
Pencil setsqty 10
Spare strawsqty 20
Instrument standsqty 12
Voting devicesqty 4
Blow nozzlesqty 6
Spare stringsqty 6
Cleaning clothsqty 12

Decorations

Tableclothsqty 12
Stage drapesqty 4
Flower arrangementsqty 6
Welcome sign
Directional signsqty 8
Adhesive stripsqty 4

Lighting

Spotlightsqty 4
String lightsqty 6
LED candlesqty 24

Kitchen

Corkscrewsqty 3
Bottle openersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 4
Scissorsqty 3
Serving plattersqty 12

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 bottles
- Orange juice - 6 bottles
- Non-alcoholic beer - 24 bottles
- White beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Rosé wine - 4 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 12 tubs
- Grapes - 6 kilos
- Apples - 6 kilos
- Pears - 4 kg
- Cucumbers - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Student mix - 4 kilo
- Cookies - 8 packs
- Brownies - 6 trays
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Paper straws - 200 pieces
- Trash bags - 40 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 2 bottles
- Toilet cleaner - 4 bottles
- Toilet freshener - 4 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Count visitor chairs and musician chairs separately. Add a small reserve for late changes, while checking that the musician seating fits around the music stands and conductor’s lectern.
Plan the drink service as its own station: coffee cups, water and wine glasses, dessert plates, spoons, pitchers and serving utensils are not interchangeable. Confirm quantities at least 3 days before the concert.
Test every audio item together before the event. Microphones, stands, speakers, mixer, extension cords, power strips and cable mats should be checked in the venue at least 24 hours ahead.
Do not leave payment and storage supplies until the doors open. Prepare the cash box, payment terminal, coolers and waste bins before volunteers arrive for setup.
Walk the venue after dark and place flashlights where volunteers may need them. Cable mats should cover every public crossing, especially between the mixer, speakers and power points.

Frequently asked questions

How many chairs do I need for a harmony concert?: Provide one visitor chair for each expected audience member and separate chairs for every musician who needs one. Finalise the count at least 1 week before the concert, then keep a small reserve if the venue allows it.
What sound equipment is needed for a harmony concert?: For a basic amplified setup, plan microphones, microphone stands, speakers and a mixer, plus extension cords, power strips and cable mats. Test the complete system in the venue at least 24 hours before doors open.
What should I buy for concert refreshments?: For coffee service, allow one cup and spoon per expected serving, with extra cups for volunteers and performers. Add water glasses, wine glasses, dessert plates, serving platters, tongs and pitchers, and confirm the final quantities 3 days before the event.
What equipment is easy to forget for a concert?: Commonly missed items include the conductor’s lectern, musician chairs, coat racks, waste bins, a cash box, a payment terminal and flashlights. Check these against the venue layout 1 week before the concert and again during setup.

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